Procurement assistant

Key Tasks and Responsibilities: 

• Help with reviews applications and price proposals, finalizes subaward/contract documents, manages and monitors the subawards/contracts approvals. 

• Ensure that suppliers and contractors are fully compliant with contract terms and conditions in terms of reports and/or invoices, as well as with donors regulations and humedica policies and procedure. 

• Check deliveries and invoices against purchase order for type, quantity, and condition. 

• Prepare purchase requests and orders, supplier agreements, and contracts for procurements. 

• Drafting memos regarding service providers’ and vendors’ performance. 

• Supports the pre-award determination process of applicant/bidders to responsibly administer subawards and contracts. 

• Ensure that all files are maintained in conformance with the humedica filing system and are up to date and audit-ready at all times. 

• Assist with conferences, workshops, trainings, and other capacity building exercises relating to subaward and contract awards and conducting procurement independently. 

• Use Microsoft Teams as needed to carry out tasks and collaborate with other activity staff. 

• Participate as directed in collection and analysis of Monitoring and Evaluation (MEL) data. 

• Prepare sections of reports, plans, success stories and similar documents as requested. 

• Purchase Monitoring Charts update. 

• Ensure archiving is compliant and secure. 

Working relationships: 

Internal: 

• Logistics & Procurement manager 

• Logistics officer 

• Storekeeper 

• Project Managers  

• Finance and HR Manager 

External: 

• Suppliers 

• xxx 

Required Qualifications und Competencies: 

Formal Qualifications/Competencies: 

• Higher education in a relevant field at least to the bachelor’s degree or equivalent experience 

• Minimum of 2 (two) years of experience in procurement, support, design, administration, and management of grants and/or subcontracts required or experience in other relevant fields; 

• Experience in support, design, administration, and management of donor-funded grants and/or subcontracts is preferred; 

Personal competencies: 

• Experience with data entry, filing, datalogging, retrieving, and preserving records is required 

• Demonstrated experience multitasking with attention to details; 

• Оrganization, and time management skills 

• Native speaker of Ukrainian; demonstrated strong writing and oral presentation skills in English preferred 

• Experienced user of MS Office 365 applications; 

• Demonstrated success working in a multinational, multilingual team under pressure and tight deadlines. 

We offer:

1) hybrid work schedule

2) 30 days vacation per year

3) life insurance and health insurance

4) financial bonus from the Head Office to support the family

5) salary indexation according to the euro exchange rate