Procurement Assistant

Chemonics International Inc. is looking for a qualified professional to fill the position Procurement Assistаnt

ESTIMATED PERIOD OF PERFORMANCE: Long-term

BACKGROUND: The eight-year USAID Democratic Governance East (DG East) Activity aims to strengthen the connection and trust between citizens and their government in eastern and southern Ukraine by promoting an inclusive civic identity and common civic values and addressing the divisive impacts and the consequences of the ongoing full-scale invasion of Ukraine. DG East works to (1) develop greater acceptance of a shared civic culture based on common values and understandings, and to (2) increase participation to improve Ukraine’s governance and reform processes and help to resolve community problems. DG East activities are implemented across four regional portfolios and an office in Kyiv.

JOB SUMMARY: The Procurement Assistant will provide procurement support to the project in accordance with Chemonics policy and USAID regulations. Under the direct supervision of the Procurement Manager, s/he will be responsible for the procurement of equipment, supplies and services ensuring overall compliance, providing administrative support during bidding, solicitation, selection and contracting for general, DDGS and in-kind grant procurements. He/She will also be responsible for procurement filing system maintenance.

REPORTING: This position reports to the Procurement Manager.

PRINCIPLE DUTIES & RESPONSIBILITIES:

• The Procurement Assistant will assist the Procurement Manager to respond in a timely manner to procurement requests on equipment, supplies and services for office operations and technical activities, such as direct distribution of goods and services (DDGS and in-kind grant procurements, in accordance with Chemonics procurement policies and USAID FAR and AIDAR regulations;
• Receive and/or initiate procurement action requests (PARs) for operations and technical activities and enter and maintain PAR Tracker;
• Assist in the preparation and announcement of RFQ/RFPs;
• Assist in the preparation of all procurement documents for operational, DDGS, and in-kind grant procurements, including bid evaluation reports, selection and justification memos, notifications to vendors on awards or rejections, purchase orders, contracts, etc.;
• Under the direction of the Procurement Manager, work directly with vendors and service providers to obtain quotations and/or initiate procurements of requested commodities and services;
• Support the Procurement Manager in tracking and monitoring contracts and purchase orders issued to vendors, expenditures against contracts, and follow up as necessary to ensure compliance with terms and conditions;
• Coordinate with the Grant and Subcontracts team on in-kind grants and DDGS procurement activities as needed;
• Upon receipt of goods and services, draft Inspection Forms for signing and filing;
• Assist in the submission of procurement packages with Invoices to the Finance Assistant for processing payments;
• Support the Procurement Manager in monitoring vendor/contractor performance;
• Maintain the procurement filing system for the procurement files, scan and upload procurement files on Share Point, label and maintain complete electronic and hard copies of files, ensure that appropriate documentation is included in each procurement file;
• Assist in inventory tracking and management and in provision of procurement and inventory status reports as requested by project management;
• The Procurement Assistant will travel as required to inspect, confirm delivery, and assist in the disposition of equipment at grantee/partners sites.

SUPERVISORY RESPONSIBILITIES: No supervisory responsibilities.

DUTY STATION: This position will be based in Kyiv or another designated location within Ukraine.

TRAVEL REQUIREMENTS: Ability to travel throughout Ukraine when requested is required.

QUALIFICATIONS:

• University degree in business administration, finance or a related field required OR at least one (1) year of relevant bookkeeping, procurement, or grants experience required, with a preference for USAID-funded project management experience;
• Previous professional experience with international donor programs, particularly USAID is strongly preferred;
• Demonstrated ability to work productively within a team;
• Excellent administrative, organizational and multi-tasking skills;
• Excellent interpersonal and communication skills, with demonstrated diplomacy and the ability to communicate effectively in a cross-cultural environment;
• Computer skills including strong knowledge of Microsoft Excel, Word and Office applications;
• Proficiency in English and Ukrainian required.

Application Instructions:

Interested and qualified candidates should send their CV to ukraineDGeastrecruit@chemonics.com with

Procurement Assistant listed in the subject line by June 9, 2024.

Candidates must ensure that their CV does *not* include a photograph, date of birth, and/or marital status information.

No telephone inquiries, please. Interviews will be conducted on a rolling basis. Qualified candidates are encouraged to apply as soon as possible.

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.