Procurement Officer (Dnipro)

Contribute to the efficient and effective procurement, with a responsible for managing the Procurement activities in the Field Office of Dnipro.

Main responsibilities:

• Take charge of procurement needs by managing all type of tender procedures, obtain quotation, place orders/contracts by suppliers as per DCA procurement manual as well as disposal of assets, including framework agreements with pre-qualified suppliers (eg. for office supplies, hotels, flights) including ensuring that all vendor complaints and concerns are addressed promptly to ensure that the projects continue to receive uninterrupted services at all times
• Conduct Market surveys and report to Procurement Coordinator in CO about goods and services available in Mykolaiv region
• Compliance with Procurement Policies and Guidelines of both DCA and the donors.
• Compiles all information reports and produces the Field Office report, including annexes
• Drafts the narrative part and sends the complete report to Procurement Coordinator in CO for review and approval.
• Prepare monthly and or quarterly procurement progress reports and share with field staff
• Training of the Program staff on proper procedures
• Build and develop meaningful and effective relationship with partners at all levels
• Actively participate in updating of the Procurement Manuals in conjunction with Prolog
• In conjunction with the Logistics Officer, ensure all maintenance and fuel contracts are managed/track correctly and timely
• Support implementing DCA staff and partners in developing Procurement Plans and Lot Breakdowns
• Coordinate procurement for emergency intervention in different areas
• Strengthen capacity of Procurement Unit, non-logistics teams at CO and partners
• Ensure proper archiving of all DCA South Sudan documentation (Procurement files, key project documents, finance and accounts, etc.)
• Ensure professional implementation e.g. through frequent and in-depth monitoring visits, of DCA’s procurement and logistics activities according to the DCA Procurement & Logistics Manual Provide inputs regarding procurement prior to finalization of concept notes and full applications for back donor funding
• Ensure that once Procurement Plans(PP) are finalized and approved should be uploaded on Intranet under relevant project folder (PPD)
• Keep clear records and track of Frame Work Contracts.
• Ensures that tendering procedures for FWC are initiated in good time before the FWC expires.
• Ensure that once the project is closed, relevant PP should also be closed and final updated PP together with the rest of the procurement documentation should be uploaded on Intra as well.
• Secure that all DCA IT equipment’s and networks (internet, Backup drive etc.) are up and running and security of all resources are up to date
• Provide monthly ad hoc analysis re. fleet management (fuel consumption & Repair
• Ensure, with assistance from Fleet Officer, state of the art fleet management of all vehicles
• Provide monthly as well as ad hoc analysis re. fleet management (fuel consumption; cost of repairs, etc.) by using appropriate forms as per ADMIND requirement’s
• Prepare Procurement progress reports with support documentation and ensure their timely submission for donor review

Work related travels are expected in this position.

All interested candidates irrespective of age, gender, race, religion, sexual orientation, abilities or ethnic affiliation are encouraged to apply for the vacancy. DCA conducts an anti-terror check as part of the recruitment process. It is a prerequisite that you can pass this check and maintain this status throughout your employment with us. Everyone applying for a job with DCA must be ready to comply with our Code of Conduct, Staff Policy on Prevention of Sexual Exploitation, Abuse and Harassment and our Child Safeguarding Policy.

Department: Ukraine

Deadline: 30 September 2024

Location: 49000, Dnipro, Ukraine