Procurement Assistant- Vinnitsa

Job Summary

The Assistant, Procurement is responsible for processing assigned procurement activities in accordance with International Medical Corps policies and procedures, donor and host country regulations. 

Assistant, Procurement is responsible to: 

• Ensure all assigned procurements activities are performed in an ethical and transparent manner in line with applicable rules and regulations, ensuring the best Value for Money. 

• Ensure assigned procurement actions are documented, properly filed and audit ready. 

• Ensure procurements tracking for assigned purchase request is up-to-date and available to stakeholders. 

• Ensure vendors are registered / vetted prior placing order and their performance is monitored. 

Assistant, Procurement reports to designated Procurement Officer or other supervisor, as per applicable team structure.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation. 

 Main Responsibilities

• Responsible for the timely and transparent acquisition of equipment, supplies and services, for program support and implementation, while ensuring compliance with IMC, host government and Donor's procedures and regulations. 
• Ensures compliance with open, transparent, ethical and free competition in all conducted procurement activities with aim to achieve the best value for money. 
• Ensures that vendors are registered, assessed, screened and prequalified (as required) prior placing order. 
• Ensures that performance of vendors is documented for assigned procurements. 
• Ensures timely bids solicitation against approved purchase request and defined selection criteria. 
• Responsible for assigned bidding processes including review of procurement requisitions, solicitation of quotes, collecting quotes, comparing bids or supporting their evaluations and placing authorized orders. 
• Ensures complete and compliant procurement documentation is submitted for review and approval. 
• Maintains positive and ethical business relations with vendors. 
• Ensures regular updates of procurement tracker for assigned purchase requisitions. 
• Ensures that documents required to process quantity and quality controls (including samples where applicable) are available timely with staff tasked to process count and Quality Control at the time of commodities or services handover. 
• Check received vendor invoices against approved order and confirmation of delivery. 
• Ensures timely payment request to Finance, in line with order payment terms. 
• Share feedback from requesters/users and business partners/suppliers to supervisor. 
• Ensures correct use of item catalog use in procurement activities.

Compliance, audit and related controls 

• Responsible for compliance of performed actions with IMC policies and procedures and applicable donor rules and local laws and regulation. 
• Implement mitigations measures related to assigned procurements, in collaboration with supervisor. 
• Maintains accurate filing systems, with documented and auditable records of procurement transactions and reports.  
• Ensures timely submission or availability information required for mandatory reports. 
• Ensures Export Compliance requirements for all assigned procurement actions, where applicable. 

Fraud prevention 

• Committed to fraud, prevention detection, reporting and risk fraud reduction as per IMC policies and procedures, donor rules and local laws and regulations.

Logistics Management & Information System (LMIS) 

• Ensures to use any software solutions accurately and in line with IMC guidelines.  

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.
 

Qualifications

• Minimum high school degree 

• Good interpersonal and team skills 

• Commitment to and understanding of IMC's aims, values and principles 

• Degree in Procurement, Logistics, Supply Chain Management or related field or 6 months experience in Procurement and/or Logistics 

• Fluency in written and spoken English 

• Relevant qualifications or training courses.   

• Knowledge of MS Office including MS Word, Excel, PowerPoint, and Outlook  

• Good interpersonal skills.  

• Ability to work in participatory manner with staff to assess needs, implement and monitor activities.  

• Ability to integrate and work well within multi-ethnic and multicultural team.  

• Ability to work in harsh conditions, often in remote areas,  

Code of Conduct 

As applicable to this position, an individual must promote and encourage a culture of compliance and throughout the organization's ethics and maintain a clear understanding of International Medical Corps' and donor compliance ethics and standards and adheres to those standards. 

if this is a supervisory position, one must set an example of ethical behavior through one's own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps' policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns. 

Safeguarding 

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report. 

Equal Opportunities 

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, colour, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.