Partnership Procurement Officer

The Partnership Procurement Officer supports operational procurement reviews, monitoring, and supply chain support for assigned partners. The role involves assessing procurement controls, reviewing proposals and budgets, supporting tender processes, monitoring compliance, and providing capacity strengthening to partners.

Responsibilities

• Collect and review documentation for the supply chain components of Partner Capacity Assessments (PCAs), assessing procurement and logistics systems, staffing, segregation of duties and internal controls.
• Prepare assessment findings and recommendations for review, contributing evidence to partner risk ratings and procurement oversight measures.
• Document and communicate partner procurement requirements including thresholds, competition rules, approval authority and documentation standards.
• Review procurement-related sections of partner proposals and budgets, checking calculations, quantities, unit prices, cost assumptions and market information.
• Help partners prepare and update consolidated procurement plans, checking specifications, sourcing methods, sequencing and lead times.
• Identify complex or high-risk procurements and flag need for technical support and review.
• Review solicitation documents, bid evaluations, award recommendations, contracts and amendments against requirements and checklists.
• Participate in or observe partner tender and evaluation processes, recording observations and follow-up points.
• Carry out supplier due diligence, checking qualifications, capacity, licences and registration; document risks and mitigation measures.
• Follow up with partners on supplier performance and contract implementation issues, referring complex matters as needed.
• Carry out remote reviews, on-site monitoring visits and spot checks according to schedule and priorities.
• Check procurement files, contracts, delivery records, service completion and payment documentation for compliance.
• Document monitoring findings and draft corrective actions with responsibilities and deadlines.
• Maintain monitoring and corrective-action trackers, follow up with partners and update progress records.
• Prepare periodic summaries of monitoring coverage, findings, open actions and recurring procurement issues.
• Raise procurement compliance concerns and unresolved corrective actions promptly.
• Serve as day-to-day procurement and supply chain contact for assigned partner teams, providing guidance within procedures.
• Identify support needs from assessments and monitoring and propose activities for Partner Support Plan.
• Prepare and deliver training, coaching and staff shadowing activities; update Partner Support Plan accordingly.
• Draft or adapt guidance, templates and checklists based on partner needs and recurring issues.
• Review goods receipt, stock movement, physical count and asset records; carry out spot checks and help apply controls.
• Review pharmaceutical supply records and refer technical questions to Health and Supply Chain colleagues.
• Organize and complete assigned work within priorities and deadlines; keep manager informed and seek direction as needed.
• Participate in partner meetings and prepare procurement and supply chain inputs and documentation.
• Maintain complete, current and organized procurement, monitoring and support records.
• Support direct IRC procurement when assigned, carrying out sourcing, evaluation, RFQs/RFPs, purchase orders, contracts and follow-up.

Requirements

• Bachelor's degree in Supply Chain Management, Procurement, Business Administration, Logistics, Finance, Economics or another relevant field.
• Professional procurement training or certification, such as CIPS or equivalent, is an advantage.
• At least 2 years of relevant professional experience in procurement, supply chain, procurement compliance, partner support or a closely related field.
• Practical experience with procurement documentation, sourcing, tendering, evaluation, contracting or procurement file review is required.
• Experience in procurement monitoring, partner capacity assessments, procurement-related budget reviews or corrective-action follow-up is desirable.
• Experience providing training, coaching or practical procurement support to partner teams is an advantage.
• Previous experience working with an international NGO, donor-funded organization or implementing partners is an advantage.
• Good understanding of procurement processes, controls and documentation requirements, with the ability to identify inconsistencies, missing records and procedural gaps.
• Ability to check quantities, unit prices, calculations and cost assumptions in procurement plans, project proposals and budgets.
• Practical proficiency in Microsoft Excel for reviewing data and maintaining procurement, monitoring and corrective-action trackers.
• Working knowledge of warehouse, inventory and asset controls; familiarity with pharmaceutical supply requirements is an advantage.
• Strong organizational and time-management skills, with the ability to manage multiple assignments, follow-up actions and deadlines.
• Strong interpersonal skills and the ability to provide practical, respectful guidance to partner teams and coordinate effectively with IRC colleagues.
• Good verbal and written communication and report-writing skills, with sound judgment when handling sensitive information.
• Ability to work independently on assigned tasks while coordinating closely with the Partnership Procurement Manager.
• Fluency in English and Ukrainian is a requirement.

Skills

• Procurement Documentation
• Sourcing
• Tendering
• Procurement Evaluation
• Contracting
• Procurement File Review
• Procurement Monitoring
• Partner Capacity Assessments
• Procurement Budget Review
• Corrective Action Follow-up
• Procurement Training
• Procurement Compliance
• Supply Chain Management
• Inventory Management
• Asset Control
• Pharmaceutical Supply Requirements
• MS Excel
• Report Writing
• Partner Support
• Procurement Procedures

Languages

English, Ukrainian