Procurement Officer, фахівець з постачання

1. Background

Team4UA implements humanitarian and early recovery projects across Ukraine, ensuring timely, transparent, and compliant delivery of goods, works, and services in line with donor regulations and internal procurement policies. In the context of ongoing emergency response and infrastructure-related interventions — including construction, rehabilitation, and technical activities — Team4UA is strengthening its operational capacity to ensure efficient procurement, logistics coordination, compliance with donor regulations, and proper documentation for audit and accountability purposes.

2. Position Overview

Under the supervision of the Procurement& Logistics Manager, the Procurement Officer ensures the timely, transparent, and compliant implementation of procurement processes across assigned projects. The role combines end-to‑to‑end procurement management, construction-related procurement oversight, supplier coordination, documentation control, and ensuring alignment with Team4UA policies and donor regulations.

3. Key Responsibilities

A. Procurement & Process Management

• Manage end-to‑to‑end procurement processes for assigned Purchase Requisitions.
• Determine appropriate procurement methods based on internal policies and donor requirements.
• Prepare and issue RFQs, RFPs, and tender documentation.
• Conduct bid analysis and prepare evaluation documentation in line with procedures.
• Support negotiation of contract terms and supplier agreements.
• Serve as administrator of tender processes and coordinate evaluation committees.
• Prepare evaluation reports and ensure proper approval workflows.
• Ensure procurement documentation is complete and compliant with Team4UA and donor regulations.
• Maintain organized procurement files for audit and verification purposes.

B. Suppliers Coordination

• Liaise with suppliers to schedule and monitor deliveries.
• Ensure suppliers coordination of goods and services in coordination with requesting departments.
• Address delivery discrepancies, shortages, or delays.
• Conduct market research and maintain updated supplier databases.

C. Monitoring, Reporting & Documentation

• Maintain and update procurement trackers.
• Review vendor invoices and prepare payment documentation for Finance.
• Ensure accurate archiving of procurement records.

4. Qualifications and Experience

Education: University degree in Procurement, Logistics, Civil Engineering, Construction, Business Administration, or related field.

Experience:

• Minimum 3 years of relevant professional experience in procurement and/or logistics.
• Experience in NGO or humanitarian/development context is preferred.
• Experience in construction-related procurement is a strong advantage.
• Familiarity with donor-funded procurement rules and regulations.

Skills and Competencies:

• Strong knowledge of procurement procedures and tendering processes.
• Experience in contract negotiation and supplier management.
• Strong documentation and reporting skills.
• High attention to detail and compliance orientation.
• Ability to manage multiple procurement processes simultaneously.
• Proficiency in MS Office (especially Excel).

Languages:

Ukrainian: fluent. English: working knowledge required.

5. Supervision and Reporting

The Procurement Officer reports to the Logistics & Procurement Manager and works in close coordination with Program teams, Finance Department, Technical engineers and Administrative staff to ensure compliant and timely procurement and logistics operations.

6. Duration and Duty Station

Duration: 10 months (with possibility of extension subject to funding). Duty Station: Lviv, Ukraine