Objectives and desired results

The Program Officer provides day-to-day administrative and documentation support related to procurement process, files and related supporting documents within the Health Program.
The position ensures that procurement process is complete, accurate, internally consistent, and compliant with Expertise France procedures and donor requirements prior to submission to the support unit.

The role contributes to proper filing, traceability, and audit readiness of procurement documentation.

Description of the assignment

The position is under the direct supervision of the Finance and Grants Manager and works in close cooperation with the Health Program team and the Expertise France Ukraine Support Functions Unit, as required.

The Program Officer’s main tasks will be to:

1.      Procurement Documentation and Terms of Reference Preparation

• Support program’s teams in drafting, reviewing, and finalizing Terms of Reference, technical specifications, scopes of work, and other procurement-related documents.
• Ensure that procurement documentation is complete, clear, technically sound, and compliant with internal procedures and donor requirements.
• Contribute to the standardization of templates, formats, and quality standards for Terms of Reference and procurement documentation.
• Liaise with program’s teams to clarify technical requirements and translate operational needs into accurate procurement documents.
• Ensure that procurement requests include all necessary technical information, justification, deliverables, timelines, and evaluation criteria.

2.      Procurement Process Support and Tendering

• Coordinate with the Procurement/Support Unit to initiate, monitor, and follow up on procurement processes, including tenders, requests for quotations, framework agreements, and direct awards.
• Assist in the preparation and compilation of tender dossiers, including administrative, technical, and supporting documentation.
• Support the organization of evaluation processes, including document preparation, scheduling, logistics, meeting minutes, and consolidation of inputs, where required.
• Track the status of ongoing procurement processes and proactively follow up on pending actions, bottlenecks, and required approvals.
• Contribute to ensuring that procurement timelines are aligned with program implementation needs and donor commitments.

3.      Documentation, Filing, and Compliance

• Collect, verify, and compile all required procurement documentation, including procurement requests, offers, evaluation reports, contracts, purchase orders, delivery notes, amendments, and related correspondence.
• Ensure the completeness, consistency, traceability, and compliance of procurement files with internal rules, donor regulations, and audit requirements.
• Maintain organized physical and electronic filing systems for procurement documentation.
• Ensure that procurement files are audit-ready, properly archived, and easily accessible for internal reviews, donor checks, and external audits.
• Identify missing documents or compliance gaps and follow up with relevant teams to ensure timely corrective action.

4.      Coordination, Follow-up, and Administrative Support

• Act as a focal point between program teams and the Procurement/Support Unit to facilitate smooth communication and timely processing of procurement requests.
• Follow up with internal stakeholders, suppliers, consultants, and service providers to ensure timely submission of required documents and information.
• Support contract follow-up, including tracking key milestones, deliverables, contract end dates, amendments, and payment-related documentation.
• Maintain procurement trackers and contribute to regular updates for program management.
• Provide administrative and reporting support related to procurement activities, including inputs for internal monitoring, donor reporting, and planning exercises.