Procurement Technical Assistant Ukraine Kyiv

Background

NRC has been operational in Ukraine since 2014. Currently because of ongoing Aggression throughout the territory of Ukraine, NRC Ukraine needs to provide emergency response to refugees, people in need and other vulnerable population.

1. Role and responsibilities

The purpose of this position is to support effective and efficient delivery of goods and services while ensuring the NRC value for money principles are followed to the latter. The Logistics Procurement Assistant is to support the day-to-day implementation of the procurement function’s responsibility, namely, to provide support to the organization’s activities in the form of small procurement of goods, works, and services for project activities in the North Area office under the direction and guidance of the Procurement Coordinator.

Generic responsibilities

• Adhere to NRC policies, handbooks, guidelines, and donor requirements.
• Implement delegated logistic functions portfolio according to Plan of Action under Logistics Coordinator Supervision.
• Conduct and follow up daily operational procurement activities.
• Ensure proper filing of all support documents.
• Promote and share ideas for improvement of the procurement function.
• Assist in the procurement process, including conducting market research, identifying potential suppliers, and obtaining quotations or proposals.
• Support in updating the procurement trackers regularly.
• Assistance in the creation and management of purchase orders, ensuring accuracy and adherence to established procedures.
• Maintain comprehensive and up-to-date records of procurement activities, contracts, and supplier information.
• Perform other duties, as assigned by Line Manager.

Specific responsibilities

• Assistance in preparing requests for quotations and source bids & quotations per NRC procurement regulations and thresholds.
• Preparation of award and regret letters, followed by their distribution to the respective bidders.
• Assistance in preparing contracts using NRC Ukraine templates.
• Support in the preparation Request for Quotations, Tenders and BID analysis for complex purchases and submit them to signatories for verifications and approvals. 
• Input all required data and reflect in proper way all procurement stages in the Agresso procurement system according to the manual. Upload to the Agresso system all necessary procurement documents. 
• Update the Procurement Coordinator with relevant information about the delivery of goods or providing requested services; upload all required information to Filing Tree according to procedures and NRC requirements.
• Prepare a hard copy of the procurement file along with payment documents and ensure it is submitted to the Finance department. 
• Maintain proper files for procurement documents (and upload all documents in Agresso and Share Point Office 365). 
• Ensure that all goods ordered and received from overseas have adequate documentation (airway bills, bills of lading, commercial invoice, insurance certificates and any other relevant documents) and work closely with the Logistics team to facilitate clearance of imported project items.
• Address complaints from the field and users regarding purchased goods and services and handle disputes with suppliers, escalating complex issues to the Procurement coordinator when necessary.
• Track the notification related to a long-term agreement in order to initiate the process of extension; prepare drafts of waivers and notes to files if necessary.
• Any other tasks assigned by the supervisor.

2. Competencies 
Competencies are important in order for the employee and the organisation to deliver desired results.They are relevant for all staff and are divided into the following two categories:

1. Generic professional competencies

• Bachelor’s degree in relevant field (economics, logistics).
• Fluency in Ukrainian and, English level – intermediate.
• Proficient in using software and Microsoft Office (Word, Excel, and PowerPoint).
• Effective communication skills, both verbal and written.
• Ability to work collaboratively in a team environment AND build trust.
• Demonstrated ability to prioritize tasks and meet deadlines.
• Ability to plan.
• Experience from working with procurement in a humanitarian/emergency/recovery context
• Previous experience from working in complex and volatile contexts
• Ability to manage and prioritize a varied workload in a rapidly changing work environment

2. Behavioural competencies

• Planning and delivering results
• Working with people
• Empowering and building trust
• Communicating with impact and respect
• Analyzing

All NRC employees are expected to work in accordance with the organisation’s core values: dedication, innovation, inclusivity, and accountability. These attitudes and believes shall guide our actions and relationships.

Key Information - Please Take Note When Applying

• Learn more about NRC here
• To apply as an internal candidate, please click on the suitcase icon “I am an employee” on the top right of the page to be redirected to NRC’s internal career site.
• Apply by completing all the system-required fields of your experience, employment history, and education in your application.
• Ensure to attach your latest CV.
• Submit your application and CV in English.
• When creating your profile, include your full name as per your passport.
• Applications that do not meet the minimum standards in terms of experience or qualifications will generally not be considered.
• Unsolicited applications not related to this specific job advertisement will not be considered.
• Only shortlisted candidates will be contacted. We receive many applicants for each vacant position.