Terre des hommes is looking for a proactive, energetic, and organised Procurement Officer, to join its team in Kyiv, Ukraine, to support in the implementation of its projects. If you are looking for a meaningful job that will make a lasting impact on the lives of children, we want to meet you.
Start date: As soon as possible
Contract: 12 months (with possibility of extension), local, full-time Employment Contract.
Probation period: 3 months
Remuneration package: Attractive salary, private health insurance and life insurance against accidents
Location: Kyiv, Ukraine
Deadline for applications: Recruitment will be ongoing until position is occupied
WHAT WE DO, IN EUROPE AND UKRAINE
Terre des hommes (Tdh) is the leading Swiss organisation for children’s aid. Since 1960, Tdh has helped build a better future for children and youth, especially those most exposed to risks, making an impact with innovative and sustainable solutions. Active in more than 30 countries, Tdh works with its own teams and/or local and international partners to develop and implement field projects which significantly improve the daily lives of over four million children and members of their communities every year, with a focus on mother and child health, migration, and access to justice for children.
In Europe, Tdh strives to ensure the full realisation of children’s rights, equally and without discrimination. We are present in Albania, Kosovo, Moldova, Romania, Ukraine, Hungary, and Greece, while together with partners, we reach children in other 14 European countries.
Tdh started operations in Ukraine in 2015 and operated until February 2022 through 2 operational offices in Mariupol and Sievierodonetsk, while maintaining a coordination/representation office in Kyiv. Following the Invasion of Ukraine by the Russian Federation Army, the Tdh team has relocated in Ivano Frankivsk, where it started operations for the area of West Ukraine, which is the first operational base for the response to the current humanitarian crisis. The organization is aiming to operate in the Kyiv and surrounding areas and potentially in East Ukraine. We are providing various services to children, youth and their families in the conflict affected area, with a strong focus on psychosocial support.
ROLE DESCRIPTION
The purpose of the position is to support Logistics Procurement Manager of procurement activities of the delegation
MAIN RESPONSIBILITIES
Generic responsibilities

• Adhere to TDH policies, handbooks, guidelines, and donor requirements.
• Assist with the implementation of the logistic function’s portfolio according to the Plan of Ac-tion.
• Ensure proper filing of all support documents.
• Promote and share ideas for improvement of the logistic function.
• Be anti-corruption, transparent, and cost-efficiency focused in all procurement processes.
• Conduct procurement process with a focus on country and TDH regulations.
• Prepare procurement documents in line with TDH procurement procedures.
• Perform other duties, as assigned by the Line Manager.

Specific responsibilities

• Ensure that all procurements are done per TDH logistics policies, procedures, and donor regulations.
• Prepare requests for quotations and source bids & quotations per TDH procurement regula-tions and thresholds.
• Prepare the payment requests, while ensuring accuracy and complete supporting docu-ments are attached.
• Conduct market surveys and provide estimated prices to Programs/Support.
• Maintain proper files for procurement documents (and upload all documents on sharepoint).
• Check and receive PRs and initiate the procurement process according to TDH procure-ment regulations and thresholds for all type of procurements below threshold of national and international tenders.
• Updating supplier’s data base
• Prepare procurement documents (Bid analysis, Purchase Orders, Payment documents, etc…) and submit them to signatories for verifications and approvals.
• Follow up with suppliers and organize for delivery of materials.
• Update and share the procurement tracker regularly.
• In collaboration with the Logistics Manager, establish framework contracts at national as well as field base level for all recurring purchases.
• Keeps requesters informed of the status of their request and shared relevant information (order processing status, weekly update, PR, price list, etc.);
• Ensure a weekly report on the procurement follow-up is updated and disseminated,
• Ensure a good communication with the program managers at all the level of the purchase process
• Support in preparing specific procurement SOPs
• Ability to travel 20% time in the field to support field teams.

Skills

• Manages time and priorities, meets deadlines.
• Collaborates and contributes to the achievement of goals.
• Supports and advises colleagues.
• Adapts communication to intercultural environments – Respect for others.

YOUR PROFILE
Education / Qualifications: Bachelor’s degree in Supply Chain Management, Business Administration, or related field; Master’s degree preferred.
Experience:

• At least 3 years’ experience in supply chain
• Previous experience with an NGO is desirable.
• Good knowledge of Ukrainian Laws.
• Sound understanding of procurement and logistics principles.
• Good understanding of the procurement rules and logistic.
• Strong knowledge of humanitarian supply chain regulations, including donor requirements.

Languages: Fluency in Ukrainian and English (written and oral).
IT Knowledges: Experience in using such computer software as Microsoft Office, knowledge of database package MS Excel.
Child Safeguarding Policy:
To commit to respect Tdh Risk Management Policies including Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Whistle Blowing Policy.
GDPR compliance:
By sending your application, you agree that your personal data will be used in the recruitment process. All the documents we will request in different steps of the recruitment process will only be used for this purpose.
All staff involved in recruitment and selection are aware that data protection rules apply, and that personal information will be treated confidentially. According to our policy, we will keep your application documents for the period of the recruitment only.
Due to an anticipated high number of applications, Tdh is not in a position to respond to every applicant individually. Please note that only short-listed candidates will be contacted for the first interview.