Procurement (Medical) Consultant (Short-Term Assignment) in Medicos del Mundo

[ENG]

CONTEXT

Medecins du Monde France (MdM-F) is implementing health, rehabilitation, and humanitarian assistance activities in southern Ukraine, focusing on access to medical services, rehabilitation of health facilities, and delivery of essential medical and non-food items to conflict-affected populations.
 
 Due to the delayed submission of the medical procurement plan and absence of regular budget follow-up by the Medical Department earlier in the year, a high volume of medical procurement processes has been concentrated in the last quarter (Q4 2025). To ensure the timely and compliant completion of these critical procurements, MdM seeks to recruit a Procurement (Medical) Consultant for a 2-month support mission based in Mykolaiv.

MAIN OBJECTIVES:

The consultant will:
 - Support the Logistics Department in the procurement of medical items, consumables, and equipment in full compliance with MdM France 2024 Purchasing Procedures and donor regulations (CDCS, ECHO).
 - Ensure timely delivery and documentation of all medical procurement files before fiscal year closure (31 December 2025).
 - Reinforce internal capacity for supplier coordination, compliance verification, and SAP regularization for HQ-managed procurements.

KEY RESPONSIBILITIES:

A. Procurement Execution:

- Prepare and validate Market Requests (MR) in collaboration with the Medical and Logistics teams.
 - Launch and follow up Request for Quotations (RFQs) for medical items (drugs, devices, consumables, reagents, diagnostic kits).
 - Conduct Comparative Bid Analysis (CBA) ensuring compliance with selection criteria (price, quality, lead time, GSDP level).
 - Draft and ensure correct signature of Purchase Orders (POs) and contracts based on MdM and donor templates.

 - if required to participate in negotiations with supplies/contractors for contract finalization purposes
 - Verify supplier documentation: business registration, licenses, tax compliance, GSDP/GMP certificates, and CAPA status (as per QUAMED audit 2023).

B. Quality & Compliance:

- Ensure all procurements comply with MdM Purchasing Procedures 2024, Annex 13 (Ethics & Anti-Fraud Policy), and EU donor requirements.
 - Ensure traceability and proper archiving of procurement files (SharePoint + hard copy).
 - Liaise with HQ Logistics (Paris) for SAP regularization of HQ-led medical orders.
 - Ensure proper documentation of Goods Receipt Notes (GRN), Waybills, and Donation Certificates (DC).

C. Coordination & Reporting:

- Maintain daily communication with the Medical Coordinator and team and Logistics Coordinator and procurement officer to align specifications, quantities, and donor eligibility.
 - Provide weekly progress updates on procurement status to the Log Coordinator and
 - Ensure finance validation and payment tracking in collaboration with the Finance Department.
 - Support year-end audit preparation by ensuring all medical procurement files are complete, signed, and compliant.

4. DELIVERABLES

By the end of the assignment, the consultant will deliver:
 1. All medical procurement files finalized and compliant (MR > RFQ > CBA > PO > GRN > Invoice > DC).
 2. A Procurement Completion Report (PCR) summarizing all processes finalized, suppliers used, and compliance notes.
 3. An updated supplier database for validated GSDP medical suppliers in Ukraine.
 4. Full integration of all files in the mission’s SharePoint archive and SAP system.

5. REQUIRED QUALIFICATIONS

- Degree in Pharmacy, Biomedical Engineering, Logistics, or Public Health (medical supply chain specialization).
 - At least 3 years of professional experience in medical procurement for INGOs, UN agencies, or healthcare organizations.
 - Strong knowledge of medical supply chain standards (GSDP, GMP, WHO procurement standards); experience with cold chain and controlled medicines.
 - Familiarity with MdM France procedures or other major donors (ECHO, CDCS, USAID, UN).
 - Fluency in English and Ukrainian (spoken and written); Russian is an asset.
 - Proficiency in Excel, SAP or similar ERP systems, and document archiving tools (SharePoint).
 - Excellent organization, time management, and attention to detail; high ethical standards; ability to work under tight deadlines.

6. DURATION AND LOCATION

 - Period: 1 November – 31 December 2025 (2 months).
 - Base of work: MdM Office, Mykolaiv, Ukraine, business trips all over Ukraine might be possible
 - Type of engagement: Service provides (CLA) Agreement under Ukrainian law.
 - Working days: 5 days per week.

7. REMUNERATION

- Competitive consultancy rate based on MdM France salary grid .

8. APPLICATION PROCESS

Interested candidates should submit:
 - A CV and cover letter in English,
 - A copy of relevant procurement certifications (if applicable),
 - Contact details of two professional references.
 
 Applications to be sent by email to:
 Subject line: Procurement (Medical) Consultant – Mykolaiv 2025

9. CONDITIONS OF EMPLOYMENT:

 - Type of contract: CLA Agreement

 - Rhythm: full-time

 - Starting date: 1th Nov 2025

 - Location: position based in Mykolaiv. Regular field visits to sites of intervention or assessment, business trips might be required.

 - Related occupation: Logistics Officer – 5A

 - Salary: 63 517 UAH gross plus food and travel allowances