Job Description

About FHI 360 and EpiC

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, youth, research, technology, communication, and social marketing—creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 50 countries and all U.S. states and territories.

The Meeting Targets and Maintaining Epidemic Control (EpiC) project is an eight-year (2019–2027) global health project initially funded by the U.S. Department of State (DoS) as part of the President’s Emergency Plan for AIDS Relief (PEPFAR). EpiC operates in approximately 50 countries, addressing key public health challenges such as HIV/AIDS, pandemic preparedness, and global health security.

In Ukraine, the project receives Global Health Security (GHS) funding to strengthen global, regional, and local public health systems, building on broad experience and existing capabilities that align with national GHS priorities, and US Government goals. EpiC will support the national and regional public health institutions, health care facilities, the State Service of Ukraine on Food Safety and Consumer Protection’s research institutes and regional departments, academic institutions, as well as civil society organizations. to strengthen GHS capacities in infection prevention and control (IPC), antimicrobial resistance (AMR), health emergency management (HEM), with a particular focus on the prevention, detection and response to infectious disease outbreaks of epidemic significance. All activities will be aligned with national regulations, guidelines and standards, as well as relevant international frameworks.

This position will be based in Kyiv, Ukraine. This position is open to Ukrainian nationals who are residing in Ukraine or are willing to relocate to Ukraine. Professional proficiency in written and spoken Ukrainian is required.

Job

Under the direct supervision of the Procurement Manager, the Consultant Procurement & Contracts Officer will be responsible for the end-to-end procurement and contracting of individual service providers for the project in compliance with the FHI 360/Ukraine Procurement Manual, Local Consultant Procedure, and FHI 360 Country Ops Manual. She/He is responsible for ensuring that all project procurements of individual service engagements are processed in a timely, unbiased, and transparent manner, at reasonable market prices and in accordance with the pre-established Request for Proposal (RFP) for Consultant Services. In this capacity, the role serves as a primary liaison between procurement and People & Culture (HR), ensuring that all engagements are structured using the appropriate modality (consultant contract, honorarium, or vendor), are compliant with Ukrainian legal requirements, donor and internal policies, and clearly defined as deliverable-based, non-employment relationships. In addition, the role provides support for light-to-medium value procurement of goods and services in coordination with the Procurement Manager. The ideal candidate combines a background in human resources or personnel administration with practical experience in procurement of goods, services, or individual consultants

Duties and Responsibilities

• Manage end-to-end procurement processes for individual consultants, experts, and Subject Matter Experts (SMEs), including reviewing and validating Scope of Work (SoW) with measurable deliverables, developing and issuing solicitation packages (RFP/RFQ), and ensuring alignment with donor regulations and internal procurement policy. Coordinate the full sourcing cycle - from market research and identification of qualified candidates to technical/financial evaluation, negotiation, and selection — ensuring compliance with applicable competition thresholds and approval procedures. Serve as the primary focal point for determining the appropriate contracting modality for individual service providers (e.g., consultant agreements, honoraria), and maintain complete and audit-ready procurement documentation in accordance with donor and organizational requirements.
• Support and coordinate light-to-medium value procurement of goods and services (up to USD 100,000), including conducting market research and sourcing, preparing and issuing solicitation documents (RFQ/RFP), managing the bid/quotation process, performing technical and price evaluations against pre-defined criteria, and preparing purchase orders or contracts. Ensure full compliance with applicable procurement thresholds, competitive procedures, and internal controls, and maintain accurate and complete procurement files to support audit and donor compliance requirements. All procurement decisions and documentation are subject to review and approval by the Procurement Manager, in accordance with the organization's delegation of authority.
• Advise internal teams in collaboration with People & Culture on correct classification to ensure a clear distinction between consultant and employment relationships, avoidance of employee misclassification risks, and compliance with salary supplementation restrictions.
• Ensure all engagements are justified, budgeted, aligned with project objectives, and structured around clearly defined deliverables.
• Ensure that purchase orders and contracts related to individual service providers undergo appropriate reviews and approvals, and that all documents include accurate information, terms and conditions, and required signatures in compliance with FHI 360 and donor regulations.
• Develop and maintain a system for adequate documentation and filing of all individual service provider procurement transactions for archiving and auditing purposes.
• Ensure that all individual service procurement in FHI 360 is carried out in a timely and efficient manner and in compliance with FHI 360's value for money, transparency, and donor guidelines/regulations on procurement.
• Coordinate due diligence processes for all individual service providers by verifying the completeness and accuracy of background checks, sanctions, and debarment documentation.
• Coordinate with Technical Monitors to ensure that all services are performed in line with approved scopes and that no work occurs outside contracted deliverables.
• Verify that all payments are supported by appropriate documentation and are strictly linked to approved outputs and deliverables.
• Adhere to all FHI 360 required procurement budgets and FHI 360/donor purchasing guidelines, policies, and controls on procurement.
• Maintain and update the tracking system on a daily basis for consultant contracts (including MSCAs and Service Orders) and honoraria engagements and approvals.
• Ensure all documentation demonstrates clear service definition and deliverables, justified and reasonable compensation, and proper approvals in line with policies.
• Review individual service provider invoices for accuracy, compile complete payment packages, calculate order costs, and forward invoices to Finance for processing.
• Work with the Finance Department to reconcile payments and provide monthly procurement projections.
• Serve as key liaison between People & Culture, Finance, and Program teams for all individual service provider engagements.
• Provide guidance and support to staff on applicable procedures, compliance requirements, and documentation standards.
• Maintain an effective communication style with other units and stakeholders, ensuring transparency and timely updates on engagement status and risk. Provide regular updates and progress reports to requestors.

• Perform other duties as assigned.

Education Qualification & Experience

• Bachelor's Degree or equivalent in Business, Management, Economics, or a related field.
• Requires 3-5 years of relevant work experience, combining experience in procurement/contracts and human resources or personnel administration.
• Demonstrated experience in HR-related functions (e.g., recruitment, employment classification, personnel/contract administration), particularly in the context of individual consultant or contractor engagement.
• Articulate, professional, and able to communicate in a clear, positive manner with clients and staff.
• Prior experience in an international non-governmental organization (NGO) preferred.
• Experience working with international donors and non-profit organizations.
• Familiarity with donor-funded procurement rules and regulations is strongly preferred.
• Ability to research and evaluate technical proposals and make appropriate recommendations.
• Ability to comprehend and make inferences from technical materials and equipment.
• Demonstrated knowledge in pricing, contract negotiations, policies, and procedures.
• Demonstrated expertise in building effective relationships with key stakeholders.
• Cultural sensitivity and sound understanding of the needs of vulnerable populations.
• Proficiency in Microsoft Office applications such as MS Word, Excel, and PowerPoint, and well-developed computer skills.
• Good report writing and documentation skills.
• Ability to travel within country or region and internationally if needed.
• Must be able to read, write, and speak English proficiently and Ukrainian fluently.

Typical Physical Demands

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%

**Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job. This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

The position will be based in FHI 360’s office in Kyiv, Ukraine.

The expected hiring salary range for this role is UAH 680,000 - 950,000 for annual basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employerwhereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding:FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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