Procurement Coordinator

Admin Logistics & Procurement

Overview

Ensure adherence to procurement policies and manage KfW project portfolios.

You have:

• 3-4 years experience in Procurement, preferably with INGOs, UN and German donors.
• Fluency in English and Ukrainian, both written and verbal.
• Ability to work with a diverse team and cultural sensitivity.
• Personal commitment and drive for timely and high-quality results.
• Proactive, able to multi-task and flexible to changing priorities.

Contract

This is a Professional contract (NRC) contract. More about Professional contract (NRC) contracts.

Role and responsibilities

• Ensure adherence with NRC and donor policies, tools, handbooks and guidelines
• Implement delegated KFW project portfolio according to plan of action
• Prepare and develop status reports as required by management
• Ensure proper filing of documents
• Use initiative in day-to-day problem solving in line with agreed procedures, priorities and standards for the area of work
• Promote and share ideas for technical improvement

Qualifications

• 3-4year experience in Procurement, preferably with experience in INGOs, UN and German donors
• Active problem solving with a focus on collegial working and supportive staff to own solutions.
• Cultural sensitivity and ability to work with a diverse team.
• Personal commitment and drive for timely and high-quality results
• Strategic perspective and keen to take ownership of Procurement related files, challenges, and solutions
• Proactive, able to multi-task and flexible to changing priorities
• Fluency in English and Ukrainian, both written and verbal

Responsibilities

Procurement responsibilities

• Oversee the drafting and completion of all procurement files and packages for the KfW project from inception to conclusion.
• Ensure all documents meet the requirements and standards set by the donor, including detailed specifications, terms, and conditions.
• Create comprehensive ITB documents and all associated supporting materials, ensuring clarity and completeness.
• Submit ITB documents to the donor for review and secure necessary approvals.
• Lead the process of addressing any comments or feedback from the donor on procurement documents.
• Coordinate with relevant staff to gather necessary information and make required adjustments.

• Ensure timely and accurate responses to donor inquiries and feedback.

  Coordination

• Schedule and facilitate all meetings related to the procurement process, including pre-tender meetings, bid openings, and evaluation sessions.
• Ensure all relevant stakeholders are informed and involved in these meetings as necessary.
• Draft detailed and accurate minutes of meetings (MoM) for all procurement-related discussions and decisions.

• Maintain organized and accessible records of all procurement files and documentation.

  Procurement Plan (PP) Management

• Take ownership of the Procurement Plan (PP), ensuring it is comprehensive and up to date.

• Monitor progress against the PP and adjust as needed to stay on track with project timelines and objectives.

  Reporting

• Draft and preparation of status reports as required by management in weekly, biweekly and monthly basis

  Documentation for payment

• Responsible for preparing of payment package of all financial transaction according to PR / invoice and rest of supporting documentation

  Staff Capacity Building

• Conduct regular training and induction sessions on key procurement rules of KfW for both procurement and non-procurement staff in the CO and AOs

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: nrc.no