Overall purpose of the role: The main role of the Procurement Officer - Partnerships is to coordinate the procurement for all partners in DRC Ukraine in compliance with donor and DRC rules and regulations; oversee the procurement activities of the partners and to build the capacity of partner organization staff. The Procurement Officer – Partnerships ensures that procurement activities conducted must adhere to the policies and procedures and include accurate and up-to-date vendor information.

Supervised directly by the Supply Chain Team Leader, the Procurement Officer - Partnerships will be responsible for supporting partner’s procurement. In close collaboration with the partner organization procurement staff, this position will also be responsible for the planning, developing, implementation and management of the key procurement strategies that includes the development of procurement plans, creation and evaluation of formal requests for proposals/quotations, negotiating contracts, contract management and seeking out new opportunities to support partners’ strategic plan.

Partner Procurement Management

• Coordinate the procurement for all partners in Ukraine above the $1,400 threshold; oversee the procurement activities of the DRC partners
• Provide technical support on the Partners’ Procurement and Logistics staff and provide them with instructions and guidance for follow up with DRC Partners to ensure that the procurement process and logistics arrangement is in line with the respective DRC’ Procurement policy and the donor regulations;
• Support the partners to enhance internal control and procedures for better procurement management;
• Support the partners in the procurement planning process which assumes market analysis and vendor profiling;
• Review and participate in the procurement process, for any request having a value of USD 1,400 and above that are planned or are initiated by the Partner to ensure that the processes of Request for Quotation (RFQ) – Request for Proposal (RFP) review and selection of offers and contracting of the vendors is done according to the standard procedures;
• Ensure effective lines of communication between the Project/Program Managers and the partners’ procurement team to ensure priority requirements, timely delivery of goods, works and services using the DRC and donor procurement procedures and guidelines:
• Ensure full compliance of procurement activities with the DRC’s Procurement Manual, Donor’s Regulations;
• Implement effective internal control, proper design and functioning of a client-oriented procurement management system for projects and related reporting requirements for all procurement and logistics functions of the respective partners;
• Manage and monitor all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations, payment conditions, contractors, performance evaluation and risk assessment for all partner’s procurement done within Ukraine above the USD 1,400 threshold;
• Ensure Partners’ timely preparation of procurement plans for projects and monitor their implementation by controlling processes including receipt of requisitions, organization of RFQ, RFP, receipt of quotations, bids and proposals, evaluation and negotiation of certain conditions of contracts in full compliance with DRC Procurement Policy & Procedures;
• Review the tender documents (RFQ-RFP), ensuring that the selection and evaluation criteria (administrative – technical - financial) well set in the respective tender;
• Review Comprehensive Tender Report (CTR), ensuring that the products or services are of high quality with reasonable prices including the preparation of a clear justification for vendor selection which needs to be in line with the selection and evaluation criteria set in the solicitation documents;
• Lead the establishment and management of professional procurement services through Framework Agreement;
• Review respective partners’ monthly and quarterly procurement status report for all purchases and share Offline Report with Supply Chain Manager and respective SMT members;
• Promote a zero-tolerance for violations of procurement policies and procedures;
• Coordinate with various teams on the delivery schedule, payment approvals and vendor payments to avoid any unnecessary delays;
• Pro-actively inform DRC’s management of any potential risk at the Partner’s level that are within the scope of procurement.

Vendor management:

• Assume the lead role, or participate in a working group, to establish an Approved Vendors List for all partners.
• To check for Vendor References, with other INGOs and the Logistics cluster, on regular basis to ensure that the partners are dealing with reliable and genuine vendors;
• Provide regular capacity building of the DRC Partners’ Procurement and Logistics staff in order to carry out visits to the vendor’s premises to verify their capacity, area of expertise, reputation, any gaps, existence and to report directly to the Supply Chain Team Leader and SCM;

Partner Staff Capacity Building:

• Work with the partner organizations on procurement that is conducted throughout the procurement cycle;
• Attend kick-off meetings for new projects and conduct orientation session for new partners to share in detail DRC’s procurement and logistics policies and procedures including donor regulations;
• Conduct regular logistics and procurement trainings or refresher sessions on procurement management, asset management and warehouse and inventory management.
• Assist in assessing organizational capacities in procurement of current and new partners and developing tailored capacity building plans in coordination with Supply Chain Manager.
• Act as focal point for day to day inquiries and capacity building requests related to procurement raised by partner organizations.
• Manage the procurement external trainings for partner organizations.

Archiving Procurement documents and Audit Response:

• Ensure that all partner procurement related documents are filed/kept by partners in an orderly fashion and are easy to access for future reference and audit reviews;
• Inform all partners and DRC’s procurement in a timely manner, of any donor and DRC updates relating to procurement and logistics;
• Work closely with all staff and maintain professional relationship with partner’s colleagues;
• Prepare proper audit responses and clarification on issues raised by auditors and provide all necessary supporting documentation;
• Arrange meetings with partner’s staff to discuss and resolve any issues in the procurement process.

Required experience and competencies

• The position requires a minimum professional experience of 2 years in the management of Supply Chain Management (SCM), procurement and logistics procedures.
• Good understanding of public procurement rules and regulations
• Good knowledge in the Supply Chain Management and execution of procurement procedures in I/NGO.
• Robust knowledge of procurement management, desirable knowledge in the norms of relevant donors and/or funding agencies.
• Excellent skill in MS Word, Excel, and PowerPoint
• Advanced English proficiency
• Fluency in local language: Ukrainian or Russian
• Relevant university degree in Logistics and/or Supply Chain Management or equivalent professional qualification
• Good knowledge of the status of development and the social context of the Country in general.

Education:

• Bachelor Degree in Logistics and/or Supply Chain Management or equivalent professional qualification
• INGO experience is desirable.

Languages

• Ukraine - fluency level
• Russian - fluency level
• English - upper intermediate

We offer

• Contract length: 3 months probation period with possibility of extension based on available funding.
• Level H
• Start date; ASAP

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National Staff

Application process

All applicants must send a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.

Closing date for applications: 29th October 2023

We reserve the right to conduct further interviews before the deadline for submission of applications.

For further information about the Danish Refugee Council, please consult our website drc.ngo.