Procurement and Logistics Assistant (Чернівці)

Main Duties and Responsibilities:

• Participate in preparation of periodic procurement documents i.e. tenders, procurement plans, tracker and monthly reports.
• Participate in prequalification and evaluation of suppliers/vendors
• Verification for completeness upon receipt of approved Purchase Requests Form (PRFs), , ensuring that specifications provided are adequate to facilitate sourcing of required goods and services;
• Assist Procurement and Logistics Coordinator as well as Procurement and Logistics Officer in making direct purchases, single sourcing and dispatching requests for quotations to approved vendors providing accurate specifications;
• Carry out a summary bid analysis and assist in organizing for a meeting with the procurement committee to review the bid report and provide justification for the vendor to be awarded based on best value for money;
• Draft framework agreements and contract for approved vendors and supplies;
• Prepare Local Purchase Orders where required upon approval of vendor by procurement committee;
• Ensure that the vendors provide the delivery of goods and services within the requested timeframe and that the goods are received are in good condition;
• Work closely with the Finance and Accounts Team in ensuring that supplier’s invoices are processed and paid on a timely manner;
• Maintaining an up-to-date database of suppliers;
• Support Procurement and Logistics team in regards of Logistics issues if required;
• Any other task assigned from time to time.

Required Qualifications and Experience 

• Bachelor’s Degree in Commerce or Business Administration with a major in Purchasing and supplies or Procurement/Supplies Management or related field.
• Minimum of 1-2 years’ experience working in Procurement or Purchasing

Skills and Competencies

• Ability to respond effectively to time sensitive demands and inquiries;
• Strong problem-solving skills as well as exceptional customer relations (both internally and externally);
• Proficiency using Microsoft Office Suite-Excel, Access, Word, PowerPoint and Email;
• Strong emphasis on accuracy and detail oriented;
• Excellent organizational skills with a willingness to take initiative pro activeness in the procurement process;
• Excellent communications skills and ability to relate to people at all levels of an organization and of different multi-cultural backgrounds;
• A team player who demonstrates patience, flexibility and honesty;
• Ukrainian and/or Russian language – fluent, English level – intermediate and higher.

PLEASE, SEND YOUR RESUME TO THIS EMAIL: [email protected]

HIRING PROCESS:

We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here’s a snapshot of our hiring process:

Step 1: Submit your application!

Step 2: Phone screen with a Human Resources staff person.

Step 3: Interview with the hiring manager.

Step 4: Interview with a panel of HIAS employees.

Step 5: Reference check.

Step 6: Offer and background check.

Step 7: Start your professional journey with HIAS!

Note: Some of our hiring processes may vary, and not all candidates will advance to each step.

ABOUT US:

Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts and history of the Jewish people — a history of oppression, displacement and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities and backgrounds, as do our staff. We bring our experience, history and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.

HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission and values.

VISION:

HIAS stands for a world in which refugees find welcome, safety and opportunity.

MISSION:

Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives.

VALUES:

Welcome • Acogimiento • Hospitalité • הכנסת אורחים (Hachnasat Orchim)

We Welcome the Stranger 

Justice • Justicia • Justice • צדק (Tzedek)

We Pursue Justice

Empathy • Empatía • Empathie • חסד (Chesed)

We Approach our Clients with Empathy 

Partnership • Compañerismo • Coopération • חברותא (Chevruta)

We Believe in Changing the World through Partnership

Courage • Coraje • Courage • אומץ (Ometz)

We Act with Courage to Build a Better World

Resilience • Resiliencia • Résilience • רוח (Ruach)

We Adapt and Thrive, Continuously Demonstrating our Resilience

DIVERSITY:

HIAS is committed to a diverse and inclusive workplace. All qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation or other legally protected status.

SAFEGUARDING:

HIAS is committed to the protection of children, vulnerable adults and any other person from any harm caused directly or indirectly due to their coming into contact with HIAS. We will not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated personnel. Any candidate offered a job with HIAS will be expected to sign and adhere to HIAS’ Code of Conduct and Safeguarding policies. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records. HIAS also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. Likewise, HIAS will share this information when other organizations inquire about current and former HIAS staff as part of their recruitment process. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.