Менеджер/ка із закупівель/ Procurement Manager – Community Action for HIV Control

Pact Overview

At the heart of Pact is the promise of a better tomorrow.  The promise of a healthy life.  Of a decent livelihood. Of sustainable natural resources that benefit communities.  Now more than ever in its 42 -year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.

Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems, and transforming markets into a force for development.

Department Overview

Pact Inc, is implementing a USAID-funded project Community Action for HIV Control. The project goal is to accelerate Ukraine’s efforts to achieve HIV epidemic control by 2030 by improved prevention, testing and linkage to care among key and priority populations.

Position Purpose

Reporting to Operations Director, the Procurement Manager will support efficient management of procurement aspects of the project, as well as overall compliance with contractual requirements, Pact policies, USAID regulations and local law. The incumbent will play a pivotal role in ensuring fairness and openness in procurement processes and adherence to policies and procedures. The main responsibility for the Procurement Manager position is to oversee and conduct procurement of goods and services, contract management, dispute resolution, etc. S/he will also participate in organization of security, project office, and assets, and actively participate in organization of events and logistics. Besides, the incumbent will manage and coordinate receipt, transfer, and distribution of medical goods for numerous NGOs the project works with and track the availability of goods in stock insuring timely response to NGO’s needs and delivery of required items.

Specific Duties and Responsibilities:

•  Lead and manage all procurement activities, including purchases under sub-grants, ensuring compliance with Pact, donor, and local regulations while overseeing strategic procurement planning, supplier management, and cost-effective purchasing aligned with project needs
  
• Analyze, update, and ensure the project’s procurement policies and procedures are consistent with Pact DC standards, donor requirements, and local law; regularly assess and implement necessary improvements
• Maintain strong relationships with suppliers, vendors, and NGOs to ensure timely, cost-effective delivery of goods and services, including medical commodities, equipment, and diagnostic tests, while leading negotiations, resolving disputes, and optimizing supply chain efficiency
• Maintain and regularly update the project procurement plan to align with program goals and budgets and provide regular procurement status reports to leadership and stakeholders, ensuring transparency in procurement activities
• Manage the drafting and release of Requests for Proposals/Quotations/Information (RFP/RFQ/RFI), ensuring clarity in scope   and evaluation criteria, recommend solicitation methods, oversee the bid evaluations process.
• Oversee procurement for in-kind grants, ensuring all required documentation, such as bid evaluations, selection justifications, contracts, and purchase orders, is accurately prepared and maintained
• Provide guidance to technical teams on the preparation of Scopes of Work (SOWs) and technical descriptions for procurement activities, offer advice on technical specifications for complex procurements
• Oversee the proper organization and maintenance of procurement files, ensuring easy access for reviews, audits, and reports
• Assist in the preparation of inventory reports and oversee the reconciliation of project assets with the finance team
• Coordinate the distribution of medical goods to NGOs, ensuring timely deliveries, and regularly communicate with NGOs to assess stock levels and upcoming needs, delegating responsibilities where appropriate
• Ensure all team members, both new and current, are trained on Pact’s procurement policies and procedures through orientation, onboarding, and ongoing support
• Identify risks within the procurement process and provide recommendations to senior management on procurement improvements and risk mitigation
• Establish performance metrics for procurement activities (e.g., cost savings, lead times, supplier performance) and regularly assess and report on progress
• Lead or participate in special procurement-related projects or initiatives as assigned by senior management. Adapt to additional duties based on project needs

Basic Requirements:

• Bachelor’s degree and 7+ years relevant experience or equivalent combination of education and experience, including 3 years of management experience;
• Demonstrated experience in procurement management and organization of logistics;
• High-level interpersonal and communication skills, as well as proven ability to maintain communication with the vendors and recipients;
• Good level of English, Ukrainian written and oral.

Preferred Qualifications:

• Demonstrated experience of work in international organizations, preferably donor-funded projects;
• Proven experience in procurement and supply management of health product (non-pharmaceuticals)
• Proven interpersonal skills and ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds while maintaining impartiality and objectivity;
• Ability to multi-task and prioritize tasks.

Unique/ Specialized Job Requirements:

• Demonstrated experience of work in international organizations, preferably USAID/PEPFAR-funded projects; knowledge of FAR is an advantage;
• Demonstrated experience in procurement of complex goods and services in HIV sector.

  To Apply

  Please send your CV and motivation letter to [email protected] with “Procurement Manager” in the subject line. Please include at least three contacts of your former supervisors who can provide reference for you. The position is open until filled. Only short-listed candidates will be invited for an interview.

  Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity or expression, marital status, disability, genetic information, age, citizenship status, genetic information, matriculation, family responsibilities, personal appearance, credit information, tobacco use (except in the workplace), membership in an employee organization, or other protected classifications or non-merit factors. Vacancy is for Ukrainian candidates only.