Based in Kyiv, the position is under the direct responsibility of the Legal and Procurement Manager, working within the Transversal Functions Coordination of the Shared Support Unit (SSU) of Expertise France in Ukraine. 

In collaboration with the TFC:

• He/she supervises the purchasing and contracting activities of the SSU and the cooperation projects in its portfolio, in compliance with the applicable regulations and Expertise France's internal rules on public contracts and subsidies
• He/she is responsible for the control of implementation contracts (purchase, subsidy, etc.) within his/her scope, in accordance with the various internal processes and applicable regulations

Missions

The principal missions assigned to the SSU’s Procurement and Contracts Officer will be (not limitative):

Support project teams in:

• Developing procurement plans
• Drafting specifications and calls for grant proposals
• Planning and optimizing procurement procedures and grant allocation
• Supporting the expression of needs

Management of procurement procedures

• Receipt, processing, and monitoring of requests for the contractualization of public procurement contracts (public tenders) and grants
• Preparation of documents constituting the consultation file
• Implementation of the procurement procedure, including the management of the dematerialization of the procedure (creation of consultations, receipt of offers, and electronic exchanges with candidates)
• Processing and modifications of consultations in connection with the Legal Affairs Department
• Organization and conduct of negotiations
• Coordination of information to bidders
• Organization of evaluation sessions and analysis of project proposals in collaboration with the project team
• Development of analysis grids, award minutes, and all documents related to the procurement procedure
• Finalization of the contract and verification of the conformity of bidders
• Archiving, in accordance with internal procedures, of all procurement and contractual documents
• In the context of procedure audits, provision of requested documents and explanations of implemented procedures
• Guarantee of the eligibility of its scope in case of an audit

 Contractual monitoring of contract performance/ execution

• Support for the project teams in monitoring the execution of contracts in accordance with their provisions vis-à-vis counterparties, particularly in terms of modifications (amendments and other execution acts), verification operations, and the receipt of deliverables, activities, and services

Supplier relations and purchasing environment (in conjunction with the SSU’s Legal and Procurement Manager):

• Participation in monitoring relations with suppliers.
• Participation in capitalizing on price and supplier lists, as well as documentation in use (import-export, exemption, taxes, etc.).
• Participation in the analysis of the purchasing environment at the national and regional levels.

 Coordination and dissemination of legal information and best practice

• Active participation, in collaboration with the LAD, in the Expertise France’s network of procurement and grants experts (sharing knowledge and best practices, etc.)