Help – Hilfe zur Selbsthilfe e.V. is a non-profit, independent organization that was founded during the war in Afghanistan in 1981 and is now active worldwide. With an annual project volume of more than 60 million euros, Help provides emergency aid in the event of disasters and sustainable reconstruction with and for people in need, primarily in Africa, Asia, and Europe.

As a globally operating humanitarian aid organization, Help receives high recognition through funding from national and international donors and is committed to national and international humanitarian aid standards as well as the transparent use of funds and impact monitoring.

To support our team, we are looking for a: HLF Procurement Officer

Location:    Kyiv

Contract duration:  The fixed-term contract will be in effect until December 31, 2025, with the possibility of extension.

Reports to:    Disciplinary: Country Director, Head of administrative and finance. Technically: Global HLF Finance Team

Organizational Unit:    Programs, HLF

Employment status:   Full time, 100%

Supervisory responsibility:   No

Number of positions:    2

The Help Localization Facility (“HLF”) is a global programme aiming to develop, provide and manage an innovative financing instrument that will provide local organizations long-term access to high-quality, flexible financing for their humanitarian project work. Additionally, the HLF will provide tailor-made support and capacity development to the implementing local partner organizations.

The position holder is responsible for the comprehensive procurement and logistics management of the global HLF programme in Ukraine and its funded local partner projects within the HLF. This includes overseeing the procurement planning, controlling, and reporting for the global HLP programme in Ukraine and its funded partner projects as well as ensuring capacity development support for implementing local partners. The position will play a crucial role in ensuring the integrity of the programme regarding procurement and logistics by setting up respective systems, maintaining compliance, and supporting local partner organizations in managing their procurement

Position Summary

The HLF Procurement team UKR is responsible for managing procurement and logistics of the HLF implementation in Ukraine, ensuring quality and sustainability. Roles ensure compliance with Help procedures and guidelines within the HLF program in Ukraine, contribute to compliance at HLF global level and provide support and technical guidance internally in procurement and logistics matters in Ukraine and to local partner organizations strengthening their capacities. The procurement positions are critical to the HLF mission in engaging and learning with and from local organizations Ukraine and supporting Help capabilities. They will technically report to the HLF Procurement Manager in Ukraine.

The Procurement Officer supports the procurement and logistics management of the HLF program in Ukraine with a strong focus on localization and partner capacity building. This role ensures that procurement activities comply with organizational and donor requirements while actively working with local partners to strengthen their procurement capabilities, ensure proper financial documentation, and maintain compliance. The Procurement Officer will oversee partner procurement processes, assist in audit preparation, and provide technical guidance to local organizations implementing HLF projects.

Primary Responsibilities

The duties that follow represent the primary responsibilities for this role.

• Procurement Execution & Partner Support:
• Conduct procurement procedures, ensuring compliance with internal and donor regulations.
• Support and oversee local partners in the procurement process, ensuring transparency and adherence to donor and organizational guidelines.
• Prepare procurement documentation, including purchase orders and contracts.
• Maintain procurement records and ensure proper digital filing.
• Support market assessments and supplier selection processes.
• Assist in organizing procurement-related training for partners.
• Provide hands-on guidance to partners in procurement best practices, bid evaluations, and supplier vetting.

Partner Oversight & Capacity Development:

• Identify the procurement capacity needs of local partners, provide appropriate support and develop action plans for improvement.
• Assist in developing training materials and conducting procurement training sessions.
• Monitor partner procurement transactions to ensure adherence to regulations and donor requirements.
• Support local organizations in creating and maintaining procurement documentation required for audits and reporting.
• Conduct spot-checks and follow-ups on partner procurement activities.
• Ensure that procurement manuals and guidelines are effectively implemented at the partner level.

Monitoring, Compliance, and Audit Readiness:

• Ensure procurement compliance with donor and organizational guidelines.
• Monitor partner spending and procurement activities to prevent financial mismanagement.
• Support procurement audits by maintaining accurate and comprehensive documentation.
• Identify procurement risks at the partner level and propose mitigation strategies.
• Report procurement irregularities and escalate concerns as needed.

Overarching tasks

• Provide support for tasks and activities beyond the HLF, as needed, to meet broader organizational requirements – only after prior agreement with Team Lead Global HLF Programme, based at HQ.
• Demonstrate problem solving and report, if necessary, to higher levels in a timely manner.
• Participate in and contribute to HLF global program team and other staff meetings.
• Other ad hoc assignments that may arise.

Convince us with:

• Successfully completed vocational training or a specialized degree in Procurement or Logistics.
• At least 2 years of relevant professional experience in procurement and logistics management, including project documentation and reporting within development cooperation and/or humanitarian aid in a leading position.
• Experience in the NGO environment and/or in working with German and international donors.
• Strong knowledge of standards, regulations, and principles for procurement processes in development cooperation or humanitarian aid projects.
• Proficient in MS Office and other relevant software.
• Strong presentation and training skills.
• Ability to apply theoretical knowledge of national and international standards and principles in day-to-day project management.
• Language skills: Fluency in Ukrainian (written and oral). English B2
• Communication skills: Strong interpersonal communication skills.
• Problem-solving skills: Ability to solve any occurring problems quickly and satisfyingly.
• Stress resilience: Strong organizational skills, with the ability to prioritize and work efficiently under and keep up with pressure.
• Teamwork: Foster a collaborative and inclusive team environment, promoting effective communication and knowledge sharing among program staff, and have a de-escalating and problem-solving approach to work.
• Work with partners: able to build a trust-based respectful working relationship, but able to hold discussions, and be convincing and strict, if necessary (to ensure that donor requirements are met), friendly attitude and trustworthy.
• Ability to follow-through: support the partner from the first contact until the project is closed and the partnership ends, ensure that all necessary documentation for donor reporting is available (together with controlling)
• Ability to work both independently and as part of diverse teams, with a high degree of judgment and professionalism, as well as virtually with a team across multiple countries.
• Travel: Willingness to travel regularly to partner offices for monitoring and training.

We offer:

• Salary and benefits
• A performance-related, attractive salary
• An annual 13^th salary
• Medical insurance
• Working hours and holidays
• 29 days holiday at your disposal

Send us your application (cover letter, CV) by 12.03.2025 by e-mail to yvasylieva@help-ukraine.org.ua. Your contact person is Yuliia Vasylieva.

We see ourselves as a diverse, open organization whose work is based on mutual respect. We only assess your application on the basis of professional qualifications, regardless of origin, religion, gender, sexual orientation, disability or age.

Only those candidates that are short listed for interviews will be notified.