IFES is a non-profit, non-partisan international organization. As the global leader in democracy promotion, IFES advances good governance and democratic rights by providing technical assistance to election officials; empowering the underrepresented to participate in the political process; and applying field-based research to improve the electoral cycle. Since 1987, IFES has worked in over 145 countries, from developing democracies to mature democracies.

Since 1994, IFES has played a significant role in promoting electoral, administrative and legal reform in Ukraine. In cooperation with partners in Ukrainian civil society and the Central Election Commission (CEC), IFES is working to foster dialogue on electoral reform, build the capacity of local NGOs, institutionalize best practices in training election officials, and ensure more equal representation in the electoral process for disadvantaged populations, especially women, representatives of national minorities and persons with disabilities.

IFES is seeking applications to fill in the position of Procurement Assistant. Under the supervision of the Senior Compliance and Subaward Manager, the Procurement Assistant will be responsible for supporting related to procurement and subaward actions.

MAJOR DUTIES AND RESPONSIBILITIES:

•   Assist in preparing and maintaining files: vendor contracts, procurement files, preferred vendor lists, etc.

•   Conduct and document market research to identify optimal vendors

•   Prepare call/task orders

•   Provide monitoring of BOAs and other agreements, ensuring completion of scopes (in cooperation with the program team), payments (in cooperation with finance)

•   Fill in the tracking list regularly

•   Assist in monitoring the procurement process for compliance with IFES rules and donor regulations

•   Support the procurement team in maintaining shared folders to be organized, complete, and up to date

•   Provide temporary backup support in the absence of the Procurement Officer or the Contract and HR Officer

•   Translate invoices, bids/quotations, and contractual provisions as requested

•   Maintain a sense of urgency and respond to and follow up on all requests in a timely and efficient manner.

•   Perform other tasks and special projects as required by the management team.

•   Other duties as assigned.

SKILLS and SPECIFICATIONS

•   The ability to remain organized while handling multiple tasks under tight deadlines;

•   Ability to complete tasks with supervision;

•   Detail-oriented and highly organized;

•   Excellent communication skills in English, and Ukrainian;

•   Willingness to adhere to all principles of confidentiality; • Must value operating in a collaborative and cooperative environment;

•   Ability to show initiative, good judgment, and resourcefulness.

EDUCATION AND QUALIFICATIONS

•   Bachelor’s degree or a student at the last university courses;

•   Previous experience in procurement and contracts administration will be an asset;

•   Previous experience in working with a development project, NGO, or international organization preferred but not mandatory;

•   Proficiency in Word, Powerpoint, Outlook, and Excel.

LANGUAGE SKILLS: Fluency in written and spoken English, and Ukrainian languages required.

TRAVEL: Travel may be required.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT: Standard office work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

All qualified applicants/employees will receive consideration for employment/promotions and will not be discriminated against on the basis of disability, sex, sexual orientation, gender identity, age, race, color, religion, national origin, veteran status, or any other legally protected characteristic.

IFES encourages people with disabilities and individuals from diverse backgrounds to apply. Interested candidates are invited to submit their CV and a Letter of Interest, with "Procurement Assistant” in the subject line, to Valeriia Zhyman [email protected] no later than February 26th, 2023, 23:59 Kyiv time. In-person type of work is preferred by remote will be considered. We will review candidates on a rolling basis