Procurement Associate

IDLO in Mongolia

IDLO has been contributing to enhancing the rule of law and improving the investment climate in Mongolia since 2012. Its current projects cover three major objectives under the IDLO Strategic Plan 2025-2028: (i) Expanding Access to Justice; (ii) Reducing the Justice Gap for Women and Girls; and (iii) Promoting Inclusive Economic Growth. Through its programming, IDLO works in close cooperation with the Government of Mongolia, civil society, and the international community in the areas of judicial transparency, commercial mediation, and victim-centered responses to domestic and gender-based violence.

THE POSITION

The Procurement & Logistics Associate will work within the Finance and Support Services Department (FSSD), which provides effective delivery of IDLO’s financials, reporting, procurement, and information & communication technology, thereby contributing to IDLO’s ability to strategically fulfill its mandate. The Procurement & Logistics Associate will report directly to the IDLO Mongolia Country Office’s Country Manager, with a secondary reporting line to the Global Procurement Lead in IDLO Headquarters and will also work closely with the IDLO Mongolia Finance and Administration Manager, Field Programme Manager, Programme Coordinators, and IDLO Headquarters. The Procurement & Logistics Associate will provide finance and administrative assistance, ensuring process integrity, while also providing logistics and other programmatic support, including for training and travel.

Specific duties shall include:

• Support procurement processes, update procurement plans, and undertake procurement activities for projects under the supervision of the Finance and Administration Manager and the HQ Procurement Unit.
• Assist with market research for goods and services to be procured and produce market research reports and cost estimations.
• Prepare Purchase Orders (POs) for contracting services and vendors and maintain a filing system.
• Monitor POs and contracts, including through follow up actions regarding deadlines for delivery of goods and services.
• Maintain relevant internal databases and files, keep track of contractual agreements, and inform respective contract managers of any obligations.
• Develop and maintain updated rosters of suppliers and implement supplier selection and evaluation.
• Manage stock of office supplies, including sourcing of vendors, supply purchasing, receipt, storage, issuance of supplies, and updating stock cards.
• Support the Finance and Administration Manager and the Country Office programmes team in procurement-related induction and technical support of sub-grantee partners.
• Assist the IDLO Global Procurement Lead at HQ and the Country Office in staff induction and training on IDLO procurement guidelines and processes.
• Ensure that all VAT receipts from vendors are obtained and timely filed.
• Prepare and regularly update Country Office inventory lists.
• Provide logistical support for programmatic activities, including adherence to logistic, travel, and security procedures.
• In collaboration with the HQ Travel Unit, conduct market research on the most appropriate travel routes and ticket prices, ensuring compliance with IDLO & donor travel policy.
• Make all travel/transport arrangements for IDLO staff and project beneficiaries.
• Support field missions, including through preparation of Travel Requests.
• Any other similar duties as may be requested by supervisor(s).

Education and Work Experience

• University Degree in Business / Public Administration or related field.
• At least 3 years of procurement, contract management, travel management, and contract administration experience in public or international organisations.
• Specialised training in procurement is an asset.

Languages

• Full professional competence in English and Mongolian written and verbal communication is required.

Specific knowledge, skills, and competencies

• Sound knowledge and understanding of international procurement principles and practices.
• Sound understanding of contracts and expertise in managing contract issues.
• Demonstratable negotiation and contract management skills.
• Strong analytical skills and ability to conduct independent research, identifying issues, forming conclusions, and making recommendations.
• Excellent written and verbal communication skills with all levels of seniority, both internally and externally.
• Demonstrated ability to work proactively and independently, as well as in a team environment.
• Proven ability to analyse potential risks, promote risk awareness, and identify and address bad practices.
• Sound organizational and planning skills.
• Ability and willingness to travel within the country, if necessary.
• Keen sense of ethics, integrity, and commitment to IDLO’s mandate. Self-motivated and dynamic with a willingness and ability to use initiative to assist the organization in achieving its objectives

For this locally recruited position, IDLO shall offer the selected candidate a local affiliate contract initially for 12 months, with the possibility of extension, subject to performance and availability of funding.

IDLO shall offer a yearly basic salary of USD 15,360, medical insurance, and leave entitlements, including in accordance with IDLO Employee Regulations and Rules.

This local position is open to candidates who are nationals of the duty station or with permanent resident status or other legal authorization permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees

Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only short-listed candidates will be contacted during the selection process.

IDLO is an Equal Opportunity Employer. We welcome applications of qualified candidates of all backgrounds. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

Application Deadline: May 26,2025