Procurement Manager

Details

Location: Kyiv, Ukraine

JobType: Full-time

Application Deadline: May 10, 1014

Summary

Eurasia Foundation (EF) is a US-based non-profit, nonpartisan organization committed to helping citizens in countries in transition realize their full potential and transform their societies. EF supports governments and citizens to enhance responsive, accountable, and transparent governance, and helps citizens build a stronger, more resilient civil society.

EF is leading implementation of the Digital Transformation Activity (DTA), an innovative eGovernance program that aims to bolster Ukraine’s digital transformation to promote the nation’s economic revitalization, transparency in reconstruction, and democratic governance during the ongoing conflict and beyond. DTA is co-funded by USAID and UK Dev.

The Procurement Manager is responsible for ensuring the timely and cost-effective procurement of goods and services across DTA, as well as ensuring compliance with USAID and EF rules and policies.

Essential Functions

• Contribute to maintaining an orderly and complete filing system for all procurement files, ensure database maintenance.

• Oversee the full cycle of all procurements starting with tender announcements, pre-award assessments, technical assistance to vendors, and close-out procedures.
• Prepare procurement selection memoranda and donor approval requests, payment requests, and other required documentation.
• Cooperate and coordinate closely with program beneficiaries during the preparation, evaluation, and award stages of the procurement process.
• Coordinate with program staff in order to draft, review and edit contracts for short and long-term consultants, as well as service vendors.
• Provide guidance to EF DTA staff on which procurement procedures are the most relevant for a particular situation, advise on timing and the process flow.
• Coordinate direct purchases and sole source procurements in line with EF and donor rules and policies, negotiate with potential vendors.
• Participate in negotiations with vendors, provide consultations and guidance, prepare memoranda summarizing negotiations.
• Pre-check proposals for their compliance with tender documentation requirements, as needed.
• Support due diligence processes, ensuring that vendors have submitted complete and accurate information (DUNS numbers, etc.); report such information to EF’s DC Office.
• Cooperate closely with evaluation committee (EC) members, organize meetings to discuss received bids, answer questions and request additional information from bidders upon EC members’ requests, summarize evaluation results and share them with the relevant DTA staff.
• Coordinate with program staff during all procurement stages across all components; participate in meetings with recipients/beneficiaries and internal weekly meetings.
• Review and verify draft contracts, additional agreements and annexes; suggest appropriate and reasonable changes or additions to the developed documents.
• Work closely with contracts lawyer to develop accurate wording and structure for EF DTA contracts.
• Cooperate and coordinate closely with program recipients/beneficiaries during preparation, evaluation and award stages of the procurement process.
• Verify items billed against items ordered and reconcile differences through follow-up with vendors.
• Other duties as assigned.

Education

• Bachelor’s degree in finance, accounting, business management, administration or procurement required; Master’s preferred.

Qualifications/Experience

• At least 5 years of progressively responsible work experience in field relevant to public procurement required; experience with USAID or other international assistance programs highly desired.

• Prior experience in coordinating with partner and donor organizations is highly desired.
• Familiarity with USAID rules & registration will be an asset.
• Strong knowledge of legislation, government procurement rules and/or other internationally accepted procedures of procurement.
• Knowledge of Ukraine’s political context, state procurement processes, civil society organizations, and government service delivery strongly preferred.
• Native proficiency in Ukrainian is required. Strong English writing and spoken also proficiency required.

To apply please submit a cover letter and resume to the job posting at the EF webportal: https://www.eurasia.org/careers/9200639950240_1/

Application deadline: May 10, 2024