Procurement Officer, Ukraine

Context

The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization of 35 member states, with a mission to support sustainable democracy worldwide through policy-relevant knowledge, capacity development, advocacy, and the convening of dialogues. The Institute pursues this mission by developing, sharing and enabling the use of comparative knowledge to reform-makers, combining research, global knowledge tools, and technical assistance to support democratic reform and influence policies and politics at the national and global level.

The Regional Europe Programme (REP) has a strategic objective to support democracy in Europe, with an emphasis on Eastern Europe and the Western Balkans. In Ukraine, International IDEA aims to support state and civil society organizations in enhancing the resilience and quality of democratic institutions and processes. Key areas of our engagement relate to electoral processes and political finance, parliamentary strengthening, and promoting the expertise and capacity of civil society organizations to participate in decision-making processes.

International IDEA programming in Ukraine has expanded significantly. The Programme’s key areas of focus are provision of support to parliamentary strengthening and to enhancing electoral integrity; other areas of work may include activities to foster greater civic engagement in democratic processes, support to strengthening the culture of constitutionalism, digitalization, promotion of gender equality and women’s participation in political and public life.

The Procurement Officer is responsible for managing and overseeing the procurement and contract management function. The role ensures that procurement activities are conducted in a transparent, efficient, and compliant manner, aligned with organizational policies, procedures and best value principles throughout the procurement cycle. The Procurement Officer also provides advisory support, strengthens procurement systems, and contributes to continuous improvement initiatives.

Duties And Responsibilities

Procurement and Contract Management

• Plan, manage, and coordinate procurement and contracting activities across the organization;
• Review and analyze procurement requisitions to ensure completeness, accuracy, and compliance with requirements;
• Lead sourcing processes including tendering, evaluation, negotiation, and contract award;
• Draft, review, and manage contracts, agreements, and other procurement-related documentation;
• Provide technical support on complex and high-value procurement cases;
• Ensure proper contract administration, including performance monitoring and compliance with contractual obligations.
  
  

Advisory and Compliance

• Provide advice, guidance, and interpretation to staff on procurement policies and procedures;
• Ensure that procurement and contracting activities comply with IDEA policies and procedures, donor requirements, and applicable regulations;
• Conduct procurement compliance reviews and identify areas of non-compliance or risk;
• Support audit processes and respond to audit queries related to procurement;
• Promote ethical procurement practices and uphold transparency and accountability standards.
  
  

Policy Development and Process Improvement

• Analyze procurement policies and procedures to identify gaps and areas for improvement;
• Develop and implement updated guidelines, tools, and standard operating procedures;
• Contribute to the development of procurement strategy and planning frameworks;
• Promote the application of best practices in procurement management.
  
  

Reporting and Analysis

• Prepare procurement and contract management reports for management;
• Conduct data analysis, benchmarking, and reporting to support decision-making;
• Maintain accurate procurement records and documentation systems.
  
  

Capacity Building and Knowledge Sharing

• Provide training and capacity-building support to staff on procurement policies, procedures, and best practices;
• Develop training materials, tools, and knowledge resources;
• Support organizational learning and knowledge-sharing initiatives.
  
  

Stakeholder Management

• Liaise with internal stakeholders, suppliers, and service providers;
• Facilitate effective communication to resolve procurement-related issues;
• Build and maintain professional relationships with vendors and partners.
  
  

Risk Management

• Identify and assess procurement risks and implement mitigation measures;
• Ensure integrity and accountability in procurement processes;
• Contribute to organizational risk management frameworks as they relate to procurement.
  
  

General Profile

• Requires in-depth knowledge, excellent skills and relevant experience in the field of procurement management, purchasing and tendering;
• Can work with minimal guidance and supervision;
• Adds value to team-based activities in their unit; collaborates with other entities of the Institute;
• Acts as a model and mentor for less experienced colleagues;
• May be expected to travel globally to any geographical area involved in their projects;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
• Acts in accordance with International IDEA’ s core values; Respect, Integrity and Professionalism;
• Integrates gender equality, diversity, and social inclusion (GEDSI) considerations into all tasks and activities, in alignment with the Institute’s Core Values and commitment to the GEDSI policy.
  
  

Reporting line

• Ukraine Programme Lead.
  
  

Education And Experience

• University degree in Procurement, Business Administration, Accounting, Economics, Finance, or a related discipline;
• Professional certification in procurement or finance (e.g. CIPS, ACCA) is an advantage;
• Minimum of five (5) years of relevant professional experience in procurement management;
• Demonstrated experience in procurement policy implementation and contract management applied in international organizations;
• Experience in an international or multi-stakeholder environment is an advantage.
• Excellent knowledge in written and oral English and Ukrainian is required;
  
  

Terms Of Contract

• Local Post.
• Fixed term appointment until 31 December 2027.
• Remuneration - USD 3 418 gross per month
  
  

Please note as this is a local post, International IDEA will bear no costs relating to the relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Ukraine for the duration of the contract. International IDEA is not able to support work permit applications.

Use of AI in Recruitment

International IDEA places strong emphasis on human input in recruitment. Candidates must disclose any use of AI tools. All application materials, written assessments, and interview responses (as applicable) must be entirely human-generated and reflect the candidate’s own knowledge, skills, and experience. The use of AI to generate content or misrepresent qualifications is not permitted. AI‑powered assistive technologies (such as screen readers or speech‑to‑text tools) may be used for accessibility purposes to ensure equal access to the recruitment process.

Applying For This Position

• Applications should be submitted online no later than 23:59 (CEST) 22nd July 2026.
• Please note that all applications must be made in English.
  
  

Selection Process

• Evaluation of qualified candidates will include a written test assessment and up to two (2) interviews.
• Candidates selected to proceed to the next stage of the process will be contacted once all applications have been carefully reviewed.
• All candidates will be notified of the status of their application via email once the process has been finalized.
  
  

Due to the anticipated volume of applications, International IDEA will review applications on a rolling basis, and the vacancy may close earlier than the advertised deadline. Applicants are therefore encouraged to apply early.

International IDEA is an equal-opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.

The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization that supports sustainable democracy worldwide.