Procurement Administrative Assistant

12 October 2023

Kyiv

Since 2018, USAID Economic Resilience Activity (ERA) has focused its activities on eastern Ukraine. In 2022, it expanded its geography of cooperation to other regions due to Russia’s full-scale invasion and occupation of part of Ukraine. In 2023, given the military and political circumstances and challenges, the U.S. Agency for International Development (USAID) changed ERA’s priorities.

ERA is one of the implementers of the U.S. Government’s Interagency Agriculture Resilience Initiative – Ukraine (AGRI – Ukraine), which aims to support Ukrainian agricultural production and exports and help address the global food crisis exacerbated by Russia’s brutal war against Ukraine. USAID supports the Government of Ukraine, including working with the State Agency for Restoration and Development of Infrastructure of Ukraine (SARDI) and the State Customs Service, through ERA, to modernize border crossing points to improve grain trade and exports, passenger traffic, and perceptions of Ukraine. ERA is also implementing the Economic Stability and Recovery Initiative (ESRI), which focuses on job retention and creation and assists small and medium-sized enterprises.

USAID ERA prioritizes work on AGRI and rehabilitating EU-facing border crossing points (BCPs). The AGRI component is extending its technical assistance to Ukrainian Agri-traders and logistics companies supporting them in increasing capacity and potential of grain export logistics. The BCP component includes complex construction management and procurement of equipment and service for BCPs to become more efficient in processing big cargos of grain and other commodities through the border.

About the job

The Procurement Administrative Assistant is a support position that will have the primary responsibility of assisting with all project administrative tasks and procurement functions. The Procurement Administrative Assistant plays a crucial role in facilitating the smooth and efficient procurement process, contributing to the organization’s overall success by ensuring timely and cost-effective acquisitions. The role covers most of the routine procurement, document maintenance, and TAMIS system record-keeping. The Procurement Administrative Assistant reports to the Senior Procurement Manager and is in Kyiv office.

RESPONSIBILITIES:

Monitor Procurement Tracker accuracy in coordination with other members of the Procurement Team based on Purchase Requisitions submitted by ERA staff. Ensure that all PRs are tracked with actual information from the point of receiving to the final receipt.
Prepare the solicitation documents for the procurement of goods and services according to the shared tasks.
Participate in the evaluation of bids and proposals and make minutes of the Evaluation Committee’s members’ discussion, prepare notes for the bids evaluation report, and technical evaluation minutes.
Prepare payment requests and ensure that supporting documents are uploaded to TAMIS in a complete package.
Participate in the joint verification of procured goods and equipment and make certain the items correspond to Technical Specifications and Quantities.
Keep accurate and transparent document files and electronic copies requested by FOM in the TAMIS system.
Submit completed procurement packages and invoices for payment to the Finance Team in coordination with other Procurement Team members.
Work with hard copies and compile an archive of hard copies storing of which is legally required
Perform other tasks as necessary as assigned by Senior Procurement Manager.

About you

BA education in Logistics or other relevant fields.
Minimum 1 year of relevant work experience.
Experience in administrative tasks, including filing systems.
Experience of work in supply chain online systems.
Understanding of standard procurement procedures and documentation workflow.
Excellent communications skills and ability to relate to people at all levels of an organization
Well-organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus. Excellent organizational skills with a willingness to take initiative and be proactive.
Proven integrity and ability to adhere to the rules, honor commitments, and meet the spirit as well as the letter of those commitments, stand up for what is right.
Ability to manage and prioritize multiple responsibilities and respond effectively to the most sensitive inquiries or complaints; experience with enterprise accounting software, and Microsoft Office suite.
Fluent in English and Ukrainian are mandatory, both written & spoken.

WE OFFER

Contract length: 12-month employment agreement with a possibility of extension.

Benefits: all benefits envisaged by the Labor Code of Ukraine, corporate medical insurance for employees and immediate family members.

Start date: November 2023

Application process

All applicants must send a cover letter and updated CV (no longer than four pages) in English to ukraine@dai.com

Closing date for applications: October 30, 2023.

For further information about DAI GLOBAL LLC, please consult our website dai.com.

Ukrainian manufacturer of Maxi Bags increases capacity by 40% during the war

09 October 2023

Arivapak company, based in Dnipro, and a partner of USAID Economic Resilience Activity (ERA), is manufacturing large 14-ton bags for grain transportation. In 2023, the company received an order from USAID ERA to manufacture 800 maxi bags for grain exporters.

Orders from USAID ERA and other Ukrainian producers helped Arivapak create 10 additional jobs, pay salaries, pay taxes to support the government’s budget, and overall increase production by 40%. The company now employs 24 people.

The company can produce up to 500 maxi bags in a month. In order to fulfil all orders on time, the company has hired 10 specialists, which include seamstresses, cutters, and operators of technological installations.

“Such support from USAID ERA is extremely important for us, as it allows us to work steadily, employ people, pay taxes and develop even in times of war,” says Ivan Rabizo, founder of Arivapak.

Additionally, to promote the use of maxi bags in the market, USAID ERA promoted this new grain transportation technology through various platforms including a roundtable. During the event, the maxi bag manufacturers and an agricultural export company spoke about the benefits of this technology, to the audience of agricultural producers. This communication campaign, as well as the increased use of these bags in the agro-export chain, helped other producers, including foreign partners, to become aware of Arivapak. In July, the company was approached by two foreign companies who had seen the maxi bags at a terminal in Slovakia.

One of them is a Polish grain trading company. It has ordered a test batch of six maxi bags, and Arivapak is completing this test order to dispatch to the customer. The other customer is a German company that transports cement. These two companies will decide on further cooperation after their trial use of the bags. Kernel and KSG group, Ukrainian agricultural producers, are also interested in acquiring the bags and are currently negotiating with Arivapak.

Arivapak has been manufacturing containers and packaging for the transport of food and non-food products for over 10 years. As a reminder, USAID ERA is part of the AGRI-Initiative, which aims to help Ukraine increase its capacity to produce, store, transport, and export grain.

Farmers create cheese in a pumpkin paradise

06 October 2023

Farmers Solomiia Bratak and her husband Ihor Reva are the owners of the Harbuzovyi Rai (Pumpkin Paradise) craft food production facility. They have been making cheese for five years. In September 2023, Lviv and Ivano-Frankivsk residents got the opportunity to taste Pumpkin Paradise’s Camembert and blueberry cheese when the production facility participated in the Local Farmer Fest 2023. The festival was organized by USAID Economic Resilience Activity (ERA) to support craft producers and promote local Ukrainian products.

The family used to live in Lviv, but a few years ago, they decided to move to the village of Mylchytsi in Horodok Raion to prove to themselves and others that it is possible to be successful in the countryside. They bought an abandoned Austro-Hungarian era school building, which they restored and started using as their cheese-making facility. Solomiia is a pianist and Ihor is a dentist, so their success story shows that nothing is impossible when one has a great desire.

“We have a dog, his name is Harbuzik (Little Pumpkin). When we first came to the village, our dog was very happy. We were saying to each other that he was like he was in paradise. That’s how we arrived at the name for our production facility – “Harbuzovyi Rai” (Pumpkin Paradise),” Solomiia recalls.

In the beginning, they set up the cheese production in the kitchen. The cheese turned out to be delicious, and gradually the variety and quantities of cheeses grew. Now, they have 10 types of cheese in their selection. These are soft and hard (aged) cheeses, and there are cheeses with wild berries such as blueberries and juniper. Later, they also started growing roses and making confiture from them.

Thanks to their delicious, high-quality product, the family has established cooperation with restaurants in Lviv and Kyiv, to which they sell cheeses and rose jams. Their products are also available in the Silpo chain of stores.

At the Local Farmer Fest festivals, there were queues for their cheeses. People wanted to try it, learn about the interesting processes of cheese making, buy products, and meet and establish contacts. In Lviv alone, 30,000 visitors came to the craftsmen’s festival, which brought together more than 100 producers from different cities and oblasts of Ukraine.

“For small manufacturers, such events are very useful. They help us to present ourselves to a large audience. During the festivals, we sold everything we brought with us. During the four days of each festival, all our cheese was sold out. We want to increase the number of craft cheese connoisseurs, and these festivals help us do that,” says Solomiia.

The farmers are also developing green tourism in the village. The family recently received a grant from the “Tse Kraft” (This is Craft) charity fund for the development of green tourism, which they used to buy chairs and tables for the guests who come to Harbuzovyi Rai. “Even during the war, people want to go to a beautiful green place, to be in nature, to be inspired by it. Our territory in the village is perfect for this. So, we invite you to relax and see how our production facility works,” said Solomiia.

You can also visit Harbuzovyi Rai, sign up for a tour, or buy cheeses on the craftsmen’s website https://www.garbuzovyjraj.com/.

From shipbuilders to wagon builders: NIBULON employees learn a new profession

04 October 2023

With the assistance of USAID Economic Resilience Activity (ERA), 14 employees of NIBULON’s Shipbuilding and Repair Yard are being trained in the use and repair of new types of railway cars and the requirements for the construction of metal bridges.

This training is part of the project “Workforce Development for Ukraine” implemented by the NGO “International Development Foundation”.

Expanding the professional qualifications of the plant’s employees will allow NIBULON to save jobs and diversify by type of activity. Experienced shipbuilders will be trained as carriage and bridge builders until their skills in the maritime sector are in full demand in the context of the war due to Russia’s blockade of the Black Sea ports.

The training started in August and will last until December 2023. The shipbuilders will study the types of grain and oilseed wagons, and the main parameters and materials used in car building. NIBULON’s team will also study the design of running gear and brakes, and how to use the wagons.

“Thanks to the training, our specialists will receive a thorough theoretical and practical foundation, and will be able to maintain the cars, carry out repairs, and keep them in good working order throughout their entire service life,” says Bohdan Muzyka, Director of NIBULON.

As part of the AGRI-Ukraine initiative, USAID ERA purchased 50 modern hopper wagons for NIBULON.

“The use of these wagons is already helping us to improve the economics of grain transportation. The cost of transporting grain with our own wagons is 31% lower than using carriers, which allows us to offer better purchase prices to farmers. Now that the company will have its own maintenance specialists, the total cost of maintenance will be reduced, allowing the company to offer even more flexible terms to grain producers. In addition, USAID ERA is helping NIBULON to maintain jobs at nine blocked river elevators that incurred additional costs to transport grain to the nearest railway station. To maintain self-sufficiency, each of these enterprises needs to transport more than 10,000 tons of grain per month, which ensures a continuous daily turnover of 50 wagons from them to Izmail. The modern hopper wagons that our company has received partially compensate for these additional costs and allow us to provide jobs for our employees in these difficult times,” says Mykhailo Rizak, NIBULON’s Director of Government Relations and Sustainable Development.

NIBULON also received weighing equipment for road and rail transport from USAID ERA. The use of this equipment and the hopper wagons will allow the agro-export company to increase the volume of grain transportation overall.

USAID ERA and Ukrainian Railways (UZ) sign agreement to develop rail infrastructure to facilitate exports

03 October 2023

On September 29, the Chief of Party (COP) of the USAID Economic Resilience Activity (ERA) Timothy Madigan, and the CEO of Ukrainian Railways(UZ) Yevhen Liashchenko signed a Memorandum of Cooperation that will facilitate increased exports from Ukraine.

The activities under the cooperation include modernizing the infrastructure of border crossing points to increase their capacity, and purchasing shunting locomotives andequipment for weighing and monitoring cargo transportation, with a focus on grain crops.

“UZ is the backbone of Ukraine’s logistics infrastructure. Its extensive network, experience and operational capabilities have allowed companies to relocate their production to much safer areas. Now, it helps to transport grain efficiently and reliably. As a reliable partner, UZ ensures uninterrupted movement of grain from production centers to export destinations. We will work together to empower the state railroad company, further strengthening its role in facilitating grain exports,” said Timothy Madigan.

Yevhen Liashchenko on his part said,

“We are strengthening our extensive joint work on the development of Ukraine-EU rail logistics for grain transport together with our partners from USAID ERA. Our common goal is to increase grain exports by developing solutions that will help improve and demonstrate the efficiency and profitability of Ukraine’s rail logistics for export.

USAID ERA is also assisting the Ministry of Recovery of Ukraine, the State Agency for Reconstruction and Infrastructure Development of Ukraine, and the Ukrainian Sea Ports Authority to increase Ukrainian exports.

After Russia’s invasion and blockade of Ukrainian exports began, USAID ERA joined AGRI-Ukraine. This is a broad program of support for Ukrainian exports implemented by several USAID projects. As part of this initiative, USAID ERA focuses its work on supporting export infrastructure.

Procurement Officer

03 October 2023

Kyiv/Lviv/Odesa

ERA is one of the implementers of the U.S. Government’s Interagency Agriculture Resilience Initiative – Ukraine (AGRI – Ukraine), which aims to support Ukrainian agricultural production and exports and help address the global food crisis exacerbated by Russia’s brutal war against Ukraine. USAID supports the Government of Ukraine, including working with state- and private owned companies, namely the State Agency for Restoration and Development of Infrastructure of Ukraine (SARDI), the State Customs Service, the State Border Guard Service through ERA, to modernize border crossing points (BCPs) to improve grain trade and exports, and perceptions of Ukraine. ERA is also implementing the Economic Stability and Recovery Initiative (ESRI), which focuses on job retention and creation and assists small and medium-sized enterprises.

USAID ERA prioritizes work on AGRI and rehabilitating EU-facing border crossing points . The AGRI component is extending its technical assistance to Ukrainian Agri-traders and logistics companies supporting them in increasing capacity and potential of grain export logistics. The BCP component includes complex construction management and procurement of equipment and service for BCPs to become more efficient in processing bulk cargoes n and other commodities through the border.

About the job

The Procurement Officer will help USAUD ERA by developing and procuring optimal and sustainable solutions to meet cost, quality, and service targets as defined and aligned with our procurement, supply chain, and partners and stakeholders. The Procurement Officer plays a pivotal role in ensuring integrity, fairness, and openness in procurement processes as well as adherence to policies, procedures, and controls. One of the core responsibilities of this position is to oversee and conduct the procurement of goods and services. The position requires relevant work experience in the field of large-scale procurements of sophisticated equipment and contracting, contract management, dispute resolution, managing interpersonal relationships and communication, and investigating/following up on vendor issues. The Procurement Officer will be responsible for overseeing and ensuring that complete procurement-related backup documentation is provided prior to submission to the Finance Team. The Procurement Officer reports to the Senior Procurement Manager and is located in Kyiv or Lviv or Odesa office.

RESPONSIBILITIES:

Liaise with Program staff to ensure any requirements for procurement support are identified approved and procured in a timely, well-documented, and cost-efficient manner. Implement an annual planning process to streamline repetitive procurement of goods to increase competitive tendering and internal processes
Monitor and track procurement activities and delivery status of goods/services.
Ensure complete backup documentation for procurement purchases is submitted to Procurement Manager and Finance Team
Perform regular spot audits of procurement files to ensure completeness, accuracy, and compliance
Participate in external or internal audits as necessary
Ensure integrity, fairness, accuracy, and openness in procurement processes
Ensure DAI/USAID and FAR policies, and procedures are followed and enforced
Enforce the use of DAI’s operations & procurement system (TAMIS), etc.
Maintain electronic procurement records & files in various DAI system platforms
Manage solicitation bids and quotes from vendors in adherence with policies & approved requisitions and quarterly procurement plans
Oversee, monitor, track, and expedite all project procurement activities and delivery status of goods/services
Ensure pricing information is accurate and aligns with acquisition policies
Conduct price/cost/reasonability analyses
Review requisition documentation, cost estimates, statements of work, etc.
Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or determine other technical specifications
Determine source selection methods for complex procurement to ensure compliance
Prepare cost evaluation data and source selection documentation.
Through market research efforts, identify and qualify potential suppliers (and products/services)
Ensure that beneficial, ethical, and open supplier relationships are created and maintained according to procurement policies
Maintain procurement file system in DAI’s system
Help maintain an up-to-date list of providers by obtaining and organizing supporting documentation on activities
Effectively serve as a liaison between the program team and the financial team to provide the documentation necessary to issue the payments related to the activities.

About you

BA or Specialist degree or equivalent in Logistics, Management, Economics.
Minimum of 3 years’ experience in logistics and/or procurement.
Experience in the procurement of equipment for the transshipment of agricultural products may be an asset.
Strong knowledge of grain and bulk cargo export procedures may be an asset.
Strong knowledge of multi-modal transportation (truckload, intermodal, railcar, less-than-truckload) market including suppliers, industry information, and key cost drivers may be an asset.
Experience proactively engaging internal and external partners to identify and define potential opportunities and issues.
Excellent communications and personnel management skills and ability to relate to people at all levels of an organization and of different multi-cultural backgrounds.
Well-organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus. Excellent organizational skills with a willingness to take initiative and be proactive.
Proven integrity and ability to adhere to the rules, honor commitments, and meet the spirit as well as the letter of those commitments, stand up for what is right.
Strong time management skills, capability to manage time effectively and maintain control of all current project responsibilities, follow-up requests in a timely manner.
Ability to manage and prioritize multiple responsibilities and respond effectively to the most sensitive inquiries or complaints; experience with enterprise accounting software, and Microsoft office suite; demonstrated knowledge of internal controls and processes.
Experience with USAID-funded projects is preferable.
Fluent in English and Ukrainian are mandatory, both written & spoken.

WE OFFER

Contract length: 12-month employment agreement with a possibility of extension.

Benefits: all benefits envisaged by the Labor Code of Ukraine, corporate medical insurance for employees and immediate family members.

Start date: November 2023

Application process

All applicants must send a cover letter and updated CV (no longer than four pages) in English to ukraine@dai.com

Closing date for applications: October 17, 2023.

For further information about DAI GLOBAL LLC, please consult our website dai.com.