Procurement Assistant

Medicos del Mundo

Чернівці

Повна зайнятість

Офіс в центрі

Медичне страхування

MISSION

Medicos del Mundo (MdM) has been operating in Ukraine since August 2015 and is currently implementing an emergency response and recovery program in the different parts of Ukraine.

The program is implemented around two main components: direct delivery of services through multidisciplinary mobile units (including PHC, SRH, MHPSS and support to GBV survivors); strengthening of local health system (with a specific focus on PHC, SRH, MHPSS and GBV) through capacity building of health and non-health staff, awareness raising and advocacy.

GEOGRAPHICAL SCOPE OF INTERVENTION:

The incumbent is based in Chernivtsi; however, this is a roving position and therefore its scope of action is not limited to Chernivtsi only, but any MdM location or activity developed by MdM within Ukraine Government controlled and non-controlled area. As this movement requires movement through checkpoints and border controls, the candidate should be willing and able to be submitted to controls and crosschecks of documentation through the authorities.

The incumbent might be required to perform activity within non-Government Control area; therefore, the incumbent must have a neutral and impartial background which would allow him/her to engage with NGCA authorities and conduct operations in GCA & NGCA.

SOURCE LOCATION:

Chernivtsi, Chernivtsi Oblast, Ukraine. The position might require travelling and overnight stay in Bakhmut, Dnipro, Kyiv or other locations pending on MdM activities. Traveling is considered maximum of 10-20% working time. All legal expenses, planning and accommodation of traveling is covered by MdM

ORGANIZATION CHART

Part of Logistics Team. Direct supervision of Procurement Officer. Overall supervision of Logistics Coordinator.

JOB SUMMARY

Under the direct supervision of the Procurement Officer and in close collaboration with the Logistics Team, the incumbent will ensure that assistance to the Procurement activities - as described below - are carried out in line with MdM’s and/or donors’ rules and regulations.

FUNCTIONS

Procurement

Mission request reception and dissemination
Procurement conduction as per the direct procedure according to MdM procurement procedures.
Support the procurement officer on negotiated procedures and tenders, as instructed or requested (contract drafting, evaluation grids drafting, acts and donation certificates drafting)
Direct communication with suppliers (phone, emails, physical visits)
Market research

Filling and Archiving

Collect all relevant signatures and approvals on procurement documentation
Collect and file all relevant documents of procurement process (Mission Requests, Evaluation Grids, Contracts, Invoices, Reception Notes, Emails)
Update Procurement Follow Up tool
Update Contract Follow Up tool
Scan and archive all procurement related documents on MdM SharePoint

Coordination

Work together with the rest of logistics team, to ensure qualitative results on procurement
Work together with administration/ finance team, to ensure accountability on procurement and financial processes.
Work together with program team, to increase procurement planning and support to the Medical and Mental Health activities.

Other

Donation Certificates Drafting

HIERARCHICAL & FUNCTIONAL LINKS

Hierarchical link: Procurement Officer

REQUIRED QUALIFICATIONS:

Academic background: Completion of High School Diploma or equivalent. A post-secondary certificate in the related functions area is desirable.

REQUIREMENTS:

Language requirements:

Ukrainian and Russian
English advanced (written and oral) in order to maintain frequent correspondence with both local and international staff as well as external partners & authorities.

Computer requirements: Competency in Microsoft Office Environment.

EXPERIENCE:

The successful candidate must have:

Minimum of 1 years of progressively experience in Procurement or Logistic related functions.
Experience working with NGOs is highly desirable.

COMPETENCE PROFILE:

Ability to work quickly, under pressure, and with short deadlines with large volume of information.
Attentiveness to details
Ability to manage emergency situations and remain calm.
Necessity to manage priorities and to adapt them daily according to the context.
Strong negotiation and analytical skills
Flexibility to adapt to changing requirements and environment.
Cultural sensitivity and ability to work in a multi-cultural environment.
Ability to listen and share decisions.
Team player and good sense of humor.
Alignment with principles and ethics of MdM

DURATION

3 months, probationary period and then up to 12 months, renewable pending on funding

To apply: