Procurement Manager

Medicos del Mundo

Чернівці

Повна зайнятість

Офіс в центрі

Медичне страхування

MISSION BACKGROUND

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 (government and non-government controlled areas – GCAs and NGCAs).

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.

JOB OVERVIEW/SUMMARY:

This is a role in line with strategy to support the nationalized Logistics Coordinator position, so this position will manage and scale up and strengthening of the national logistics department in Ukraine mission.

This role provides support to all aspects of the logistics/procurement department and expected to take decisions in close coordination with Deputy Logistics Coordinator.

The incumbent is based in Chernivtsi, however this is a mission level 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.

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.

Under the direct supervision of the Deputy Logistics Coordinator and in close collaboration with the Logistics Coordinator the incumbent will ensure that all procurement activities are carried out in line with MdM’s and/or donors’ rules and regulations.

ORGANIZATION CHART

Direct supervision of the Deputy Logistics Coordinator and overall supervision of the Logistics Coordinator.

FUNCTIONS

Procurement Management

Help ensure that the procurement team is staffed and equipped appropriately to deliver on its tasks and responsibilities, in line available resources; identify new needs and opportunities as they arise.
Support in ensuring that MdM procurement policies and procedures are utilized consistently throughout all stages of the procurement process, and that minimum standards of efficiency, quality, and timeliness are maintained.
Ensure that other departments are familiar with and follow the MdM procurement policies and procedures.
Support with maintaining an effective and efficient procurement system that is well coordinated with the /international/national/local procurement system and balanced according to needs and product availability.
Provide support/oversight to field offices, when required, for local procurement.
In line with MdM policies and procedures, establishing Framework Agreements with suppliers for regularly/frequently procured goods and services.
Conduct or support Procurement officer for the development of tender documentation/advertisement, quotation collection, processing, contracts and follow up with deliveries.
Support Deputy Logistics Coordinator/LogCo and Field Coordinators in the development of Procurement/supply plans and review on quarterly basis or when modification is requiring.
Provide technical leadership in carrying out all procurement activities for all MdM activities and in accordance with MdM and/or donor’s rules and regulations.
Monitor and report the developing and maintaining of accurate working plan for each location under request of Deputy LogCo.
Monitor and report the developing of accurate supplier and agreements database.
Monitor and report on procurement implementation status and progress of ongoing contracts execution.
Maintain proper procurement and contract performance management files for management oversight and audit trail.
Share information for Compliance Check for all new suppliers (Screening) related with medical categories
Coordinates and deals with suppliers and transport companies for the procurement and transportation of equipment and goods for the program.
Other Procurement related duties as assigned by the Deputy Logistics Coordinator and/or Logistic Coordinator.

Program and field teams support

Provide procurement input to proposal preparation, helping ensure that realistic prices are utilized and logistical needs are appropriately integrated into any new proposal budget.
Help ensure that any new project proposal or grant has a procurement plan.
Help coordinate distributions of humanitarian assistance, goods, and supplies as required.
Liaise with program and Monitoring & Evaluation teams as required to ensure the audit trail from purchase through distribution/delivery meets MdM and donor standards.

Relations / Matrix Management

Liaise closely with the finance department to ensure accountability and donor compliance with respect to project implementation and operational support.
Control and update the information into Purchase Tracker /contract tracker and shared on weekly basis.

Other Duties:

Any other duties as directed by the Deputy Logistics Coordinator/LogCo in the management of Procurement staff.

Note: This list of activities is not exhaustive and may change depending on the situation

HIERARCHICAL & FUNCTIONAL LINKS

Hierarchical link: Deputy Log Coordinator

REQUIRED QUALIFICATIONS:

Education: Technical education or Bachelor’s degree in Supply Chain, Business Administration, Marketing, Social Studies, Information technology and civil Engineering and/or equivalent in relevant field

QUALIFICATIONS AND EXPERIENCE

Essential

At least 4 years of experience in procurement and operations management in the humanitarian setting.
At least 3 years of experience in procurement management in INGOs and/or complex /large scale programmes in humanitarian emergency response environments;
Ability to build positive relationships with a wide range of people, both internally and externally, and across departments and programmes.
Excellent capacity for planning, management and coordination skills, with the ability to organize a high workload composed of diverse, complex tasks and responsibilities.
Strong communication skills (written and oral) in Russian, Ukrainian and English.
Knowledge of computers, especially MS Word MS Excel, Powerpoint and MS Outlook software.
Understanding and commitment to the goals, values and principles of MdM.

Desirable

Experience in working with remote and field offices with limited infrastructure and equipment

COMPETENCE PROFILE:

Ability to work quickly, under pressure, and with short deadlines.
Ability to manage emergency situations and remain calm.
Necessity to manage priorities and to adapt them daily according to the context.
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.

To apply: