Purchasing and Contract Management Manager

The All-Ukrainian Charitable Organization “CONVICTUS UKRAINE” is announcing a job opening for a Procurement and Contract Management Manager.

The All-Ukrainian Charitable Organization “Convictus Ukraine” is a Ukrainian nongovernmental organization that has been working for over 19 years to expand people’s access to quality medical and social services and comprehensive support. We implement programs in the areas of public health, psychosocial and humanitarian assistance, and comprehensive programs for women and girls aimed at preventing and combating gender-based violence, as well as economic empowerment and capacity building. We work in partnership with international donors, government agencies, and civil society organizations, ensuring high standards of transparency, accountability, and the effective use of resources.

An important part of the Organization’s procurement activities is the engagement of individual consultants and other professional service providers within the framework of international technical and humanitarian aid projects. Therefore, this position involves not only procuring goods and services but also organizing and providing procedural support for competitive selection processes for individual service providers and subsequent contract management.

We expect the candidate to have:

• a bachelor’s or master’s degree in law, finance, economics, management, or another relevant field;
• at least 3 years of work experience in procurement, contract management, financial, or operational control, preferably in the nonprofit sector, international organizations, or international technical assistance projects;
• practical experience in organizing and conducting procurement and tender procedures, in particular the procurement of professional and consulting services and/or the selection of individual service providers;
• Experience working with contracts, terms of reference, specifications, commercial proposals, minutes, and other procurement and contract documentation;
• an understanding of the principles of procurement using funds from international donors, particularly requirements regarding transparency, competitiveness, reasonable pricing, prevention of conflicts of interest, and proper documentation;
• the ability to analyze the market, compare proposals, assess the reasonableness of costs, and identify potential procurement and contractual risks;
• understanding of internal control and compliance principles; experience working in accordance with international donor policies and procedures is a plus;
• high attention to detail, a systematic approach, and the ability to handle a large volume of documentation;
• English proficiency sufficient to work with contracts, procurement rules, policies, and procedures of international donors;
• analytical thinking, responsibility, integrity, and the ability to independently organize work and collaborate with various teams.

Main Responsibilities:

· Procurement Planning and Execution — participating in the development of procurement plans, organizing and conducting procurement and tender procedures in accordance with the Organization’s internal policies and donor requirements.

· Selection of individual service providers — organizing and providing procedural support for competitive selection processes for consultants and other individual service providers engaged in project implementation as sole proprietors or under civil law contracts; ensuring transparency and proper documentation of such selection processes in collaboration with the HR manager, project managers, and selection committees.

· Market analysis and price justification — conducting market research, comparing proposals, and assessing the competitiveness and alignment of the cost of goods and services with market conditions.

· Procurement documentation support — verifying technical requirements, specifications, proposals, minutes, justifications, and other documentation for completeness, accuracy, consistency, and compliance with established procedures.

· Contract management — verifying contracts for compliance with the results of procurement and selection processes; overseeing the execution, performance, amendment, extension, and termination of contracts with suppliers and individual service providers; monitoring compliance with agreed-upon prices, volumes, deadlines, deliverables, and other material terms of the contracts.

· Pre-payment Document Review — verifying that contracts, invoices, certificates, delivery notes, reports, and other supporting documents comply with the terms of the contract and the results of the procurement or selection process; identifying and resolving document discrepancies before documents are submitted for payment.

· Procurement and Contract Compliance — ensuring that procurement and contracting processes comply with the Organization’s internal policies, the terms of grant agreements, and donor requirements, including the principles of transparency, competitiveness, conflict-of-interest prevention, and proper documentation.

· Management of Suppliers, Service Providers, and Procurement Risks — properly vetting suppliers and service providers, identifying potential risks, and verifying the completeness of procurement and contract documentation and its readiness for donor reviews and audits.

· Procurement System Development — participating in the improvement of the Organization’s procurement policies, procedures, control mechanisms, templates, and tools.

We offer:

• the opportunity to work with one of Ukraine’s leading non-governmental organizations that implements programs with the support of international partners;
• the opportunity to directly influence the development of the organization’s procurement, contract management, and internal control systems;
• work with procurement and contracts within the framework of international donor projects;
• professional development and the opportunity to implement modern approaches to procurement and contract management;
• a flexible work arrangement: an office in Kyiv with the option for hybrid and remote work;
• the opportunity to collaborate with a specialist registered as a sole proprietor;
• competitive compensation;
• the opportunity to work in a professional team that supports growth, open communication, and a culture of mutual respect.

We value diversity and strive to create a safe, non-discriminatory, and people-centered environment for our team and the communities we work with.

If you’d like to join our team, please send your resume—be sure to include your desired salary—to: vacancy@convictus.org.ua

The deadline for submitting resumes is October 5.