Partnership Procurement Manager

The Partnership Procurement Manager leads procurement oversight and supply chain support for implementing partners across IRC Ukraine. The role involves partner capacity assessments, procurement controls, proposal and budget reviews, monitoring, corrective actions, and partner support to ensure transparent and cost-effective procurement.

Responsibilities

• Conduct and update the supply chain components of Partner Capacity Assessments (PCAs), reviewing procurement and logistics systems, staffing, segregation of duties and internal controls.
• Agree and document partner procurement requirements, thresholds, competition rules, approval authority and documentation standards in line with applicable IRC and donor requirements.
• Translate assessment findings into risk ratings and proportionate procurement oversight requirements, updating these as partner capacity and risks change.
• Review partner proposals and procurement-related budgets for cost realism, justification of quantities, market alignment, value for money and operational feasibility, checking calculations and recommending revisions to match planned activities and delivery options.
• Support partners in developing consolidated procurement plans that define specifications, market assessments, sourcing methods, procurement sequencing and realistic lead times.
• Identify complex or high-risk procurements early and schedule required IRC reviews before key procurement decisions and commitments.
• Coordinate IRC Procurement participation in significant partner tenders and review solicitation documents, bid evaluations, award recommendations, contracts and amendments for transparency, equal treatment, agreed criteria and completeness.
• Conduct supplier due diligence, including verification of qualifications, capacity, licences and registration, to identify potential procurement risks and recommend appropriate mitigation measures that support fair, transparent and compliant procurement practices.
• Support partners in resolving supplier performance and contract implementation issues, including delivery delays and deviations from agreed quality or service requirements.
• Participate in partner monitoring activities, including remote reviews, on-site visits and spot checks, as requested and agreed with the Partnership team, and recommend additional procurement oversight where appropriate based on identified risks, monitoring findings and operational needs.
• Verify procurement files, contracts, delivery records, evidence of service completion and payment documentation against agreed requirements, identifying irregularities such as procurement splitting, inconsistent records and unsupported costs.
• Document findings and agree practical corrective actions with clear responsibilities and deadlines, maintaining a consolidated tracker until supporting evidence confirms completion.
• Report periodically on monitoring coverage, significant findings, overdue actions and emerging risks, and escalate material, repeated or unresolved concerns to the Supply Chain and Operations Senior Coordinator and relevant management.
• Develop and implement partner support plans based on identified gaps and monitoring findings, using training, coaching and staff shadowing, and evaluate progress.
• Develop or adapt practical guidance, procurement templates and checklists to help partners implement agreed procedures and prevent recurring issues.
• Serve as the ongoing procurement and supply chain focal point for partners, responding to requests for advice, clarification and assistance and helping resolve day-to-day operational questions.
• Support partners in establishing and applying warehouse, inventory and asset controls, including receiving, stock records, physical counts, asset identification and tracking, and traceability.
• Coordinate technical guidance on pharmaceutical supply requirements with relevant Health and Supply Chain colleagues, including procurement quality controls, batch and expiry tracking, storage conditions and handling of unsuitable products.
• Represent IRC Procurement and Supply Chain in all partner-related meetings and coordination processes, working with partners, Partnership, Programs, Finance and other relevant teams.
• Coordinate supply chain inputs and supporting documentation for partner reviews, including responses to findings and recommendations.
• Coordinate common standards and integrated workload planning with the Procurement Manager through the technical management line, ensuring adequate capacity for partnership oversight.
• Support direct IRC procurement, subject to available capacity and agreement with the Procurement Manager, while prioritizing partner procurement oversight and support.
• Undertake assigned sourcing, RFQs/RFPs, bid evaluations, contracting and procurement documentation in accordance with IRC procedures.
• Line manage the Partnership Procurement Officer, including work planning, task allocation, quality assurance, coaching, performance management and professional development.
• Promote a collaborative, accountable and service-oriented working culture, with clear expectations for accurate records and timely completion of assigned work.

Requirements

• Bachelor's degree in Supply Chain Management, Procurement, Business Administration, Logistics, Finance, Economics, Law or another relevant field.
• Master's degree in a relevant field will be an added advantage.
• Professional procurement certification such as CIPS or equivalent is highly desirable.
• At least 4 years of relevant professional experience in procurement, supply chain, procurement compliance, partner support or a closely related field.
• Demonstrated experience in procurement monitoring, document review, tendering, evaluation, contracting and corrective-action follow-up.
• Experience in partner capacity assessments and review of procurement-related proposal budgets is desirable.
• Previous experience supervising staff or coordinating a procurement/compliance workstream is desirable.
• Previous experience working with an international NGO, donor-funded organization or implementing partners in a cross-cultural setting is strongly preferred.
• Strong knowledge of procurement processes, controls and documentation requirements, with the ability to identify procedural risks and practical corrective measures.
• Strong analytical, organizational and time-management skills and the ability to prioritize work based on risk and operational needs.
• Ability to assess quantities, market prices, cost assumptions and operational feasibility in project proposals and budgets.
• Working knowledge of warehouse, inventory and asset controls; familiarity with pharmaceutical supply requirements is an advantage.
• Ability to coach, train and provide constructive technical guidance to staff and partner teams.
• Strong interpersonal and coordination skills, including the ability to work effectively with Programs, Partnership, Finance and Supply Chain colleagues.
• Excellent verbal and written communication and report-writing skills.
• High attention to detail, sound judgment and ability to handle sensitive compliance matters professionally.
• Fluency in English and Ukrainian is a requirement.

Skills

• Procurement Monitoring
• Document Review
• Tendering
• Evaluation
• Contracting
• Corrective Action Follow-up
• Partner Capacity Assessments
• Procurement Compliance
• Procurement Procedures
• Procurement Controls
• Risk Identification and Management
• Procurement Budget Review
• Warehouse Management
• Inventory Management
• Asset Control
• Pharmaceutical Supply Requirements
• Staff Supervision
• Technical Training Delivery
• Cross-cultural Coordination
• Report Writing
• Proposal Budget Assessment

Languages

English, Ukrainian