Pact Inc. seeks candidates to fill the position of Procurement Officer for the USAID/Enhance Non-Governmental Actors and Grassroots Engagement (ENGAGE) activity in Ukraine.
Location: Kyiv, Ukraine
Supervisor: Sr. G&C Manager
Job type: Full time
Duration: one year with possibility of the extension
Pact Overview
At the heart of Pact is the promise of a better tomorrow. The promise of a healthy life. Of a decent livelihood. Of sustainable natural resources that benefit communities. Now more than ever in its 50-year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.
Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems and transforming markets into a force for development.
About the ENGAGE activity
Pact, a non-profit organization based in Kyiv, Ukraine is implementing a USAID-funded project Enhance Non-Governmental Actors and Grassroots Engagement (ENGAGE) activity.
The purpose of ENGAGE is to increase citizen awareness of and engagement in civic activities at the national, regional and local level. ENGAGE focuses efforts at both the grassroots level to educate and activate citizens to engage in civic initiatives as well as the national and regional (oblast and rayon) levels to improve organizational capacities, build coalitions, support advocacy and watchdog initiatives. The ENGAGE activity primarily focuses on key democratic reforms and cross- cutting themes, such as: anti-corruption, civil education and transparency and accountability including electoral processes, inclusive development of various vulnerable groups, youth and EU integration.
Position Purpose
Under the supervision of the Senior Grants and Contracts Manager, the Procurement Officer will be responsible for coordinating direct contracts and consultancies procurement – from requisition forms to solicitations, selection, contracting actions negotiation and execution, counteragents’ contractual actions supervision, close-out, and document retention – for the ENGAGE Activity. S/he will ensure compliance of all activities with the USG rules and regulations, Ukrainian legislation, and Pact’s internal policies.
Key Responsibilities:
· Study and comply with all company policies and procedures, including timely completion of all required introductory and regularly repeated training.
· Provide monitoring and market information analysis for procuring goods and services from independent contractors and for hiring consultants.
· Coordinate event organization: work with the program staff on the events’ planning, procure and manage individual suppliers (including venue, catering, accommodation, travel and transportation, speakers, etc.) or logistical companies, negotiate with co-organizers, provide oversight and organizational support during events, etc.
· Coordinate requisitions, RFQs, RFPs, and consultant search.
· Conduct comparative analysis of offers received in response to solicitations, organize and moderate tender committees, prepare negotiation memos and other applicable documents.
· Ensure due diligence of the selection proceedings (references check, watch lists screening, etc.).
· Prepare purchase orders, contracts, and consultant agreements.
· Provide overall scheduling and follow-up with vendors/contractors/consultants.
· Check the deliverables, collect and check accounting documentation (supporting documents, invoices, acts of acceptance, etc.), and coordinate timely payments.
· Support the Finance team in preparing monthly reports.
· Update the vendor database, as well as procurement and consultant trackers on a regular basis.
· Ensure accurate filing of all procurement, accounting, and finance documents related to contracts managed.
· Perform other duties as may be reasonably assigned within the competence of a procurement officer.
Basic Requirements:
Bachelor’s degree and 5+ years relevant experience or equivalent combination of education and experience.
Additional Qualifications:
· Excellent organizational skills and ability to manage a complex workload and deadlines.
· Ability to negotiate and manage budgets.
· Proactive, fast-thinker, able to work with minimal supervision.
· Ability to routinely organize and update data and maintain the established procedures.
· Advanced level keyboard skills and computer literacy on MS Word and MS Excel.
· Strong critical thinking and attentiveness to detail.
· Excellent teamwork skills.
Preferred Qualifications:
· Demonstrated history of providing procurement services in a fast paced and dynamic environment.
· Solid knowledge of the industry.
· Demonstrated experience working and negotiating services with suppliers and vendors.
· Experience with international donor-funded (particularly USAID-funded) programs.
To Apply:
Please send your CV and motivation letter to engagehr@pactworld.org with “Procurement Officer” in the subject line. The position is open until filled.
Please include at least three contacts of your former supervisors who can provide reference for you. Only short-listed candidates will be invited for an interview.
Pact is committed to the principle of equal employment opportunity and is dedicated to the fair and equal treatment of all employees without regard to gender, race, color, religion, creed, age, sexual orientation, national origin or ancestry, disability, or marital status. All applications will be treated with the strictest confidence.
