Procurement Officer

Place of work: Kharkiv/Mykolaiv
Start date: November-December 2025
Contract duration: 3-month probationary period with possible extension if funding is available

People in Need has been actively operating in Ukraine since the beginning of August 2014 and since then, humanitarian programs have been expanding rapidly. At this time, People in Need is one of the main humanitarian organizations in Ukraine, providing neutral and independent humanitarian assistance to people affected by the conflict.
The PIN is an equal opportunity employer, so applications are accepted from all qualified candidates without distinction on any grounds, including race, ethnicity, nationality, age, religion, disability, sexual orientation, gender identity, and others. The PIN accepts applications from representatives of different groups and values diversity
Description of general responsibilities
General information about the role of the employee
 Under the overall supervision of the Procurement Coordinator, the Procurement Officer is responsible for the effective delivery of procurement services in order to achieve the best value for money, as well as timely and quality service to the programs and beneficiaries of the People in Need (PIN) mission in Ukraine.
A procurement professional ensures that a wide range of complex procurement and supply chain issues are addressed, facilitating a collaborative, customer-centric, high-quality, and effective approach. The main results affect the overall effectiveness of the mission in the field of procurement management and the successful implementation of programs.
Description of general responsibilities
A procurement professional is responsible for organizing and conducting all stages of the procurement process in accordance with the organization's policies and procedures. Ensures transparency and efficiency in procurement, conducts proper communication with internal departments and external suppliers, and maintains proper document flow and archiving.
Internal relations:

• Close cooperation with the Procurement Coordinator to comply with procurement rules.
• Interaction with Program Managers and Project Managers to gather information on procurement needs.
• Coordination with the Logistics Department on supply planning.
• Cooperation with the Finance Department on the payment of bills.

External relations:

• Search and communication with suppliers at the local and national levels.
• Negotiations, organization of tenders, preparation of contracts.
• Ensuring transparent relations with suppliers and monitoring their proper registration.

Characteristic duties and responsibilities:

• Identification of potential suppliers at the local and national levels.
• Coordination of procurement with responsible persons (Program Managers, Project Managers).
• Communication with suppliers throughout the procurement process (tenders, negotiations, contracts, deliveries, payments, final evaluation).
• Ensuring timely planning and organization of deliveries in coordination with the warehouse coordinator.
• Preparation, verification and archiving of tender documents in ELO and in the physical archive.
• Collection of procurement requests and creation of new tender folders.
• Organization and conduct of the opening of offers, preparation of relevant reports.
• Evaluation of tender proposals, preparation of forms and evaluation reports.
• Coordination of payments to suppliers with the finance department.
• Supplier database support, verification of registration documents and blacklists.
• Supplier Relationship Management: Developing and maintaining long-term partnerships with key suppliers to improve procurement efficiency and ensure reliability of supply.
• Weekly reporting on completed and planned activities.
• Reporting on problematic issues to the Procurement Coordinator.
• The employee is obliged to comply with the requirements of the Policy regarding local personnel and the Internal Labor Regulations, to comply with the instructions on safety, fire safety, and other mandatory instructions and procedures related to his work.
• The employer has the right to give the employee other tasks within the scope of his powers and specialization. In case of urgent work and production necessity
• In case of a large number of different tasks to be performed by the Employee at the same time, the Employee must perform the most urgent and important tasks in the first place.

Required experience and qualifications:

• At least 2-3 years of professional experience in procurement, supply or logistics, preferably in humanitarian or development organizations.
• Management of procurement processes for goods, works and services in accordance with internal policies and requirements of donors;
• Preparation and evaluation of tenders, commercial proposals and contracts;
• Conducting market analysis and evaluation of suppliers' activities;
• Coordinate with financial, logistics, and program departments to ensure timely delivery and payment;
• Use of electronic procurement platforms and supplier databases (e.g. Zakupivli.pro, Vchasno, YouControl).
• Experience in construction, water, sanitation and hygiene (WASH) or infrastructure procurement is preferred.
• English level: Intermediate
• Knowledge of procurement principles and procedures, as well as donor requirements (including ECHO, USAID);
• Possession of skills in the preparation of procurement documentation, tender dossiers, evaluation of proposals and conclusion of contracts;
• Experience with digital procurement tools and supplier verification platforms (Zakupivli.pro, Vchasno, YouControl);
• Deep understanding of supply chain management, market analysis, and supplier interactions;
• Good command of Microsoft Office programs (Excel, Word, Outlook, SharePoint);
• Strong analytical and negotiation skills, attention to detail;
• Ability to process multiple procurement requests at the same time and meet tight deadlines under stressful conditions.
• Attention to detail: ensure the accuracy and completeness of procurement documentation, compliance with internal and donor requirements;
• Planning and organization: effectively manage multiple tasks, prioritize and meet deadlines in stressful environments;
• Communication and collaboration: Maintain effective interaction with colleagues, suppliers, and other departments for a smooth procurement process;
• Problem solving and initiative: identify problems in a timely manner and offer practical solutions within the framework of the organization's procedures;
• Teamwork: Work in a coordinated and respectful manner with team members across departments and locations.

We offer:

• Competitive salary on the PIN salary scale of  1151 (before taxes) during the probationary period + 5% after the probationary period;
• Positive work environment in an established and growing humanitarian organization;
• Reimbursement of travel expenses between offices and areas of work;
• Professional development opportunities through a variety of capacity-building activities such as trainings, seminars, and more
• 28 days of annual leave + 3 New Year's bonus vacation days.

Application Procedure:
Please send a clearly marked CV and motivation letter. Please note that we will only contact selected candidates. Written tests and interviews will be conducted gradually, and the vacancy will be closed when the candidacy for the position is confirmed.
Please note that the PIN does not charge a fee at any stage of the recruitment process.

Submit  resume https://robota.ua/company0/vacancy10844196, https://robota.ua/company0/vacancy10844201