Procurement Officer

This vacancy is open to internal staff only.

Job Overview/Summary: The Procurement Officer is part of the procurement team responsible for procurement functions for IRC’s office. The role procures supplies (goods and services), ensuring transparency, value for money, and strict compliance with IRC and donor policies. This is an individual contributor position with no supervisory responsibilities.

Responsibilities:

1. Procurement Execution
•Support the development of procurement specifications with Program teams.
•Process approved PRs in Integra/ERP and ensure accuracy of data entry.
•Initiate and process RFQs/RFPs; convene tender committees and record proceedings.
•Prepare bid analysis and procurement documents for approvals.
•Conduct transparent negotiations with suppliers and document outcomes.
•Ensure complete, audit-ready files that meet IRC and donor requirements.
•Review procurement documents for accuracy before taking payment for approval.
•Collaborate with all departments, coordinating with finance, grants, and program teams to ensure smooth and timely procurement.

2. Contract Management
•Draft and execute contracts/POs using IRC templates.
•Monitor supplier compliance with contractual terms and escalate deviations.
•Track Master Agreements and flag renewals in advance to avoid gaps.

3. Supplier Management & Due Diligence
•Maintain an updated supplier database with audit-ready files.
•Carry out supplier vetting: sanctions screening, COI checks, references, site visits.
•Monitor and evaluate supplier performance and maintain supplier scorecards.

4. Compliance, Risk & Ethics
•Apply IRC procurement policies and donor-specific regulations.
•Identify and report procurement red flags or irregularities.
•Support corrective actions arising from internal or external audits.

5. Documentation & Systems
•Keep procurement trackers up to date and reconcile with programs and finance.
•Ensure accuracy of data in Integra/ERP and standard trackers.
•Provide regular updates to the line manager on procurement progress.

6. Professional Development & Collaboration
•Identify personal training needs and take part in IRC training opportunities.
•Share tools, templates, and best practices with colleagues.
•Collaborate across Programs, Grants, Finance, and Operations to ensure timely, compliant procurement.

7. Support Timely and Accurate Reporting
•Prepare and submit accurate monthly reports to the Procurement Manager on time.
•Support the development and updating of assigned procurement plans as required.
•Submit a monthly list of commitments to the Procurement Manager/Supply Chain Coordinator and Finance.
•Submit periodic procurement tracking reports for specific assigned grants.

Key Working Relationships:
Reports to: Procurement Manager
Internal: Program, Operations and Supply Chain staff at all levels.
External: Vendors and service providers.

Job Requirements:
Education:
Diploma in Business Administration, Financial Accounting, or Logistics, or related field.

Work Experience:
3–4 years in procurement, sourcing or supply chain; INGO or donor-funded projects in Ukraine preferred.

Personal Characteristics:
•     Strong sense of personal integrity.
•     Attention to details.
•     Ability to multi-task.
•     Trustworthy, reliability, openness and ability respond rapidly to queries.
•     Problem solving abilities.

Demonstrated Skills and Competencies:
Strong knowledge of procurement procedures and tendering.
Familiarity with donor rules (USAID/BHA, ECHO, SIDA, SDC, BMZ, UHF).
Market analysis, negotiation and contract management skills.
ERP (SAP, Oracle or similar) and advanced Excel proficiency.
Ability to prepare clear procurement justifications in ENG & UKR.
Knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting
Good negotiation skills

Language Skills: 
Fluency in Ukrainian and English.