Менеджер/ка із закупівель

1. Background

The project “Ukraine’s Cohesion and Regional Development, UCORD” is a technical assistance project supported by Switzerland through the Swiss Agency for Development and Cooperation in Ukraine (SDC) and implemented by the consulting company NIRAS Sweden AB.

The UCORD project is aimed at strengthening the cooperation of citizens, businesses and state authorities on recovery and regional development, which will contribute to improving the quality of life, stability, peace and social cohesion in Ukraine.

The UCORD project consists of three components:

• Component 1 provides for the development of regional policy in Ukraine by supporting and strengthening Regional Development Agencies (RDAs) in pilot regions.
• Component 2 aims to improve public service delivery in the WASAW (water supply, sanitation and waste management) sectors with a focus on the environment.
• Component 3 aims to build social cohesion through culture, creative industries and dialogue.

The aforementioned project activities necessitate the support of a Procurement Manager to support the project’s growing procurement activities which, in turn, support the diverse project components and its broad scope of objectives.

2. Context and objectives

Within the strategic framework of the UCORD project, the role of the Procurement Manager is a supportive position to strengthen the project’s impact through three components – regional policy development, improved public services in the WASAW sectors, and enhanced social cohesion through the cultural and creative industries, as all three components require procurement of various types of goods and services, including short-term experts and administrative activities.

The Procurement Manager ensures compliance with procurement guidelines, vendor negotiations, contractual restrictions and requirements, controls, and reporting systems in accordance with the Project Implementation Manual and FDFA procurement procedures.

3. Scope of Work / Requested Services

• Inventory of agreements/contracts concluded by the project for the purchase of services/equipment/goods;
• Tracking the validity of agreements/contracts and timely informing relevant personnel of the expiration of contracts ensuring the extension and suspension of contracts, if necessary;
• Tracking the total cost and/or number of days stipulated in the contracts to ensure that these limits are not exceeded;
• Formation and maintenance of a register and databases of concluded agreements/contracts for the procurement of services/equipment/goods, and regular updating thereof;
• Assist program staff in preparing procurement plans for the portfolio and projects and monitoring their implementation;
• Preparation of payment plan;
• Conducting a search for potential service providers/suppliers, assessing their reliability, quality of products or services and favorable terms of cooperation;;
• Negotiating with current and potential suppliers/service providers (short-term consultants/experts, procurement of services/equipment/goods);
• Conducting the tender procedure, namely:

- development of the terms of reference, taking into account the technical specification in accordance with the regulations, the necessary evaluation criteria and scoring;
– placing an announcement on the website or sending targeted invitations to participate in the tender;
– reviewing and analyzing price proposals, tracking the availability of all documents required for participation in the tender from the tenderers, and conducting the evaluation;
– communication with the tenderers;
– acting as the secretary of the Tender Evaluation Committee;
– preparation and documentation of the tender procedure;
– online archiving of tender documents for proper storage and registration;
– coordination of direct procurement.

• Preparation of payment approval forms with all necessary details, including budget codes. Internal control over their proper preparation.
• Market analysis (prices and quality of services/equipment/goods);
• Monitoring the performance and compliance with the terms of services, delivery of goods/equipment, as well as the quality of services provided and/or goods/equipment delivered;
• Maintaining and complying with the document flow to support procurement (preparation of procurement documents, preparation and conclusion of contracts/agreements, initiation of payment, etc.);
• Conduct procurement procedures in accordance with the Project Implementation Manual and FDFA procurement procedures.

4. Qualifications of the Consultant

The procurement manager must have the following qualifications:

• Bachelor’s degree in a relevant field of study such as accounting, finance, business administration, project management or other related field;
• Experience of at least 2 years in the procurement department of a non-profit organization;
• Proved experience in contracting and supporting service providers (consultants/experts), suppliers of goods;
• Excellent knowledge of the Ukrainian language, English is considered an advantage;
• Experience of working with publicinstitutions, international technical assistance projects is considered an advantage.

5. Reporting

• Reporting is provided in English;
• Procurement Manager reports to the Financial and Administrative Advisor.