PROCUREMENT OFFICER

Term:  Full-time (100% workload)
Location: Yerevan
Duration: 24 months, with the possibility of extension
Reports to: Procurement coordinator
Deadline: 15 January 

About Company: People in Need (PIN) is an international non-governmental organization founded in the Czech Republic in 1992. PIN implements long-term humanitarian and development projects in more than 30 countries.
PIN arrived in Armenia as part of the humanitarian response to the devastating Spitak earthquake in 1988 when the founders had not yet officially registered the organisation.
Years later, in 2003, the PIN Armenia representative office was established to support rural tourism, civic education and youth empowerment, integration of migrants, and job creation in Armenia. Now PIN Armenia has offices in Yerevan, Goris and Gyumri cities.

Job description: Under the supervision of the Procurement Coordinator, s/he provides support to procurement procedures and processes related to procurement of goods, services and works in in compliance with PIN procurement policies, rules and procedures and with applicable donor rules and procedures.

Responsibilites
  • To follow PIN standard procurement practices and archive documents based on PIN Procurement Guidelines.
  • Conduct day-to-day procurement tasks, including but not limited to, ensuring updated of price list, supplier database, documentation is correctly completed and filed etc.
  • To ensure Quotation form are prepared with accurate information that can lead to accountable and fair competition among suppliers.
  • To support tender process according to the PIN procurement standard.
  • Provide support to program team and give advice about best ways to procure goods ensuring quality control and conformity with required specifications.
  • Through procurement of goods, services, and works ensure support to programs delivery is of optimum level.
  • Act as a point of contact for queries and/or provision of information during procurement procedures. Organise pre-bidding meetings as required.
  • Preparation of Purchase Orders in ELO and NAVI systems.
  • Draft the contract of purchase by paying attention to key clauses of the contract, context of contract, and value calculation to ensure its readiness for review and signing.
  • Coordinate with suppliers, requester, warehouse staff, and logistics partnership to ensure receipt of supplies are arranged in advance and that necessary preparation is carry out for quantity and quality verifications.
  • Keep track on deadline of delivery stipulated in each Contract/PO and that necessary reminder sent out to suppliers if the deadline is approaching. Send notes to management about penalty clause of the contract unless force majeure clause is applied.
  • Keep track on payment process with daily checkups of electronic invoicing system and communicate as necessary with finance department and suppliers regarding payment progress.
  • Review newly submitted Purchase Requests (PRs) to ensure information provided are correct and expected date of delivery is achievable considering all workloads. Provide feedback to requesters on how to prepare PRs in correct ways or if some revisions in the PR is required.
  • Taking additional responsibilities or other tasks as assigned by line manager or higher supervisors.
Qualifications 
  • Bachelor’s degree
  • At least 2 years of relevant professional experience in the field of procurement.
Desirable skills
  • Good organisational skills with attention to detail and accuracy
  • Approachable, good listener, ability to establish a trusting working relationship with beneficiaries, ability to build/maintain effective relationships with colleagues, team members and external partners at the community level.
  • Ability to manage time, prioritize tasks, respond quickly to requests.
  • Self-starter, reliable and good work ethic.
  • Ability to work under minimal direct supervision
  • Flexibility and can adapt to changing requirements
  • Strong teamwork and interpersonal skills
  • Excellent command of spoken and written English and Armenian
  • Honesty and integrity
  • Understanding of NGOs and commitment to humanitarian work
  • Previous experience in NGO sector will be as advantage.
What we offer:
  • Salary and benefits according to national PIN Armenia salary scale
  • Gaining work experience and knowledge of organization's processes in professional and flexible NGO, the largest in Central Europe
  • Becoming a part of international community
  • Participation in meaningful, sustainable development and humanitarian projects

How to apply:

Are you interested in this position? Great. Send us your CV and short cover letter via this application form.

Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.