Procurement and Accounting Officer

Job Summary:

PEJ is seeking a highly organized and detail-oriented Procurement and Accounting Officer to join our team supporting our humanitarian programs in Ukraine. This role will play a crucial role in ensuring the efficient and ethical acquisition of goods and services needed for our vital work.

Key Responsibilities

Key Responsibilities include:

A. Procurement Responsibilities

• Ensure that all procurement activities are conducted in compliance with internal procurement policies and applicable donor regulations.

• Maintain and update the approved supplier/vendor database and lead annual supplier evaluations.

• Prepare and issue Requests for Quotations (RFQs), Requests for Proposals (RFPs), and manage competitive selection processes for in-country and international procurement..

• Draft purchase orders (POs), contracts, and agreements in line with procurement procedures.

• Coordinate with program and logistics teams to consolidate procurement plans and ensure timely purchasing.

• Maintain procurement records, including bid analysis, justification memos, and approvals.

• Support audit and compliance reviews by providing complete procurement documentation when required.

• Track and manage deliveries, confirm receipt of goods/services, and resolve procurement-related issues.

• Assist in drafting procurement reports and participate in vendor performance reviews.

• Participate in training staff on procurement procedures and best practices.

B. Accounting Responsibilities

• Process financial transactions, including vendor payments, staff reimbursements, and advances, ensuring accuracy and completeness.

• Record transactions in the accounting software in a timely manner and reconcile accounts regularly.

• Prepare and maintain payment vouchers, receipts, and supporting documentation for all expenditures.

• Assist with bank reconciliations and reconciliation of accounts payable and receivable.

• Support monthly and quarterly financial close processes, ensuring transactions are recorded in the correct period and project code.

• Ensure adherence to internal controls, financial policies, and donor financial compliance requirements.

• Support audit preparations by compiling documentation and responding to queries.

• Assist with the preparation of financial reports for internal and external stakeholders.

• Monitor and track staff advances, ensuring timely liquidation and reconciliation.

• Maintain well-organized financial filing systems (both hard copy and digital) for audit and reporting purposes.

Team Collaboration and Communication:

• Effective Teamwork: Collaborate effectively with the PEJ admin team and program admin colleagues.

• Clear and Concise Communication: Communicate findings and insights clearly and concisely, both verbally and in writing.

• Be able to update and consult on the Ukrainian legislation and regulatory changes or adjustments regarding the procurement and logistics of humanitarian Aid.