Procurement Coordinator Ukraine

Contract

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

The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. We work in crises across more than 31 countries, providing emergencies and long-term assistance to millions of people every year. We stand up for people forced to flee, advocating their rights. NORCAP, our global provider of expertise, helps improve international and local ability to prevent, prepare for, respond to and recover from crises. NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country.

Employment with NRC may lead to employment in or deployment to Regions, Countries, Areas or Offices that may be host to considerable health, safety and security risks. NRC takes this very seriously and we have procedures in place to reduce known risks, but will never be able to take away all risks.

NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.

All NRC employees are expected to work by the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and beliefs shall guide our actions and relationships.

1. Role and responsibilities The purpose of this position is to ensure effective and efficient delivery of goods and services while ensuring the NRC value for money principles are followed to the latter. The procurement Coordinator is leading a procuremnt team country wide.

Generic responsibilities

• Adhere to NRC policies, handbooks, guidelines, and donor requirements.
• Assist with the implementation of the logistic function’s portfolio according to the Plan of Action.
• Line Manage a team of staff who will be dedicated to the role.
• Prepare and develop status reports as required by management.
• 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 NRC regulations.
• Prepare procurement documents in line with NRC procurement procedures.
• Perform other duties, as assigned by the Line Manager.

Specific responsibilities

• Ensure that all procurements are done per NRC logistics policies, procedures, and donor regulations.
• Prepare requests for quotations and source bids & quotations per NRC procurement regulations and thresholds.
• Prepare contracts using NRC Ukraine templates
• Support in the preparation RFQs, Tenders and BID analysis for complex purchases.
• Manage the prequalification of service providers and ensure all purchases meeting thresholds for use of prequalified vendors and services providers are adhered to.
• Manage the waiver register and share it with the Logistics Manager.
• Support in the receiving of Bid/Tenders and assist in opening and processing stages.
• Prepare the payment requests, while ensuring accuracy and complete supporting documents are attached and the electronic copies are properly saved
• Ensure each team member under direct supervision has a work and development plan and conduct the annual review
• Maintain proper files for procurement documents (and upload all documents in Agresso).
• Check and receive purchase requisitions and initiate the procurement process according to NRC procurement regulations and thresholds.
• Ensure RFQs, are prepared and sent out within the agreed lead time.
• Complete and issue purchase orders per NRC regulations.
• Check procurement documents (Bid analysis, Purchase Orders, Payment documents, etc...) and submit them to signatories for verifications and approvals.
• Vetting of the suppliers according to NRC procedures
• Follow up with suppliers and organize for delivery of materials.
• Support the Procurement officer in Conducting regular market surveys to identify suitable and reliable suppliers and service providers.
• Updates the contract tracker for the country office
• Update and share the procurement tracker regularly.
• Ensure updating Vendors' databases and explore and help in developing the Area level FWA.
• Ensure that all assistants and officers supervised keep track of current procurements with bi-weekly reporting for consolidation into a monthly report.
• Support Procurement assistants/officers in the direct purchase and reconcile every action with the Finance team.
• Provide support to all field offices as needed and make supervisory visits to all procurement offices in the area/field offices.
• Any other tasks assigned by the supervisor.

2. Competencies Professional competencies

• Bachelor’s degree in relevant field.
• Minimum 2 years of experience working in a humanitarian organization and experience in Procurement.
• Previous experience from working in complex and volatile contexts.
• Good English level.

Behavioural competencies

• Strong context monitoring and analytical skills.
• Resilience and ability to work in insecure environments.
• Ability to empower and build trust.
• Ability to plan.