The Norwegian Refugee Council (NRC) is reinforcing its presence in North-East Ukraine and establishes an Area Office based in Kyiv Kharkiv. The Area Office North - East (AONE) will become a new area office, scaled up from the current Kharkiv Field Office, and will start being operational in the first half of 2026. The Area Programme Manager will take an active part in this scale up.
AONE will cover regions of Kharkiv and Sumy where current Field Office (FO) in Shostka will, in first half of 2026, structurally move to be under new Kharkiv AONE.
The key sectors of intervention covered by the North-East area office will include Shelter, Information Counselling and Legal Assistance (ICLA), Protection from Violence, Education, and emergency response through cash assistance.
The purpose of a Procurement Officer, Kharkiv is to provide the day-to-day implementation of the procurement function’s responsibility, namely, to provide support to the organisation’s activities in the form of procurement of goods, works, and services for project activities in North-East Ukraine under the direction and guidance of the Logistics Coordinator North-East Ukraine.Planned start date is February 2026.Generic responsibilities
Ensure adherence to NRC policies, handbooks, guidelines, SoP’s and donor requirements.
Implement the delegated logistic functions portfolio according to the Plan of Action.
Conduct and follow up on daily operational Procurement activities.
Support the administration of resources so that deliverables are achieved within set budgets, timelines and standards.
Prepare and develop Procurement reports as required by the Country/Area office.
Support in the development of SOPs as requested.
Ensure proper filing of all Procurement supporting documents.
Promote and share ideas for improvement of the logistics function.
Ensure compliance with NRC and, where applicable, donor requirements in the procurement process, as well as that procurement files are completed with all relevant documents to ensure audit trail.
Specific responsibilities
Contribute to the development of Logistics (Procurement) as a support service in NRC Ukraine. Develop required areas according to NRC policy, guidelines and Ukrainian legislation. Liaise with the NRC People system.
Consult, support and provide guidance to Program and Support staff for generating PRs, conduct market surveys and provide estimated prices to Programs/Support. Participate in Procurement/or project start-up planning and obtain detailed project procurement plans for use during purchases.
Follow up on all purchase documentation, such as Purchase Requests, Requests for Quotations, Bid Analyses, Minutes and Contracts/Agreements/Purchase Orders are appropriately signed by authorised staff before any commitment orders are sent to suppliers
Attend Tender Committee meetings, act as Secretary of Tender Committee meetings if required and ensure Minutes of Meetings are signed by all members to support payments later
Active and regular search for suppliers with prequalification process (when applicable) and establishment of vendor database, which includes supplier performance information.
Ensure that all appropriate supporting documents are prepared for approval of management, for purchases over local authorisation level (execute, following appropriate authorisation, the purchase and delivery of supplies in a timely and cost-effective manner; revision of contracts for purchasing of Goods and Services).
Ensure that the Agresso Procurement form is maintained and is available for distribution to the Logistics Coordinator (Procurement) and other managers/coordinators on a regular, weekly and monthly basis
Input all required data and reflect in the right way all procurement stages in the Agresso procurement system according to the manual. Upload to the Agresso system all necessary procurement documents.
Update other Support and Program staff with relevant information about the delivery of goods or providing requested services; upload all required information to Filing Tree according to procedures and NRC requirements
Support of the contract management for delegated suppliers
Conducting analyses and creating reports on procurement activities as requested by the line manager.
Report all potential fraud cases through an established system of whistleblowing
Perform other duties related to the job, assigned by the Line Manager
Generic professional competencies:
Experience working in a humanitarian/recovery context, technical-specific knowledge of the humanitarian sector is a strong asset.
Previous experience from working in complex and volatile contexts.
Documented results related to the position’s responsibilities
Context/ Specific skills, Knowledge and experience:
Minimum 2 year of relevant experience in procurement.
Contract management experience.
Experience of participation/conducting tenders
Proficient in Office software (Word, Excel).
Working knowledge of English both written and verbal.
Fluent in Ukrainian.
Behavioural competencies
Planning and delivering results
Working with people
Communicating with impact and respect
Analyzing
Handling insecure environments
Empowering and building trust.
Strong negotiation skills
A high commitment to confidentiality
Coping with change
