Anticipated timeframe: 1 June 2026 to 15 June 2026
Level of Effort: Part-time (expected 5 days LoE)
Location: Remote (with optional on-site engagement in Kyiv)
Budget: To be discussed at interview
Background
Founded in 2016, Global Emergency Relief, Recovery & Reconstruction (GER3) in a non-profit that supports crisis-affected communities to build back better. The GER3 team based in Kyiv responds to those most in need with targeted multi-sectoral humanitarian assistance. GER3 has been operational in Ukraine since early June 2022.
GER3 Ukraine implements a range of programs requiring procurement of both supplies and services. Our projects heavily focus on construction, including repairs of war-damaged homes, health facilities and sanitation facilities, as well as reconstruction of school bomb shelters. To implement these projects, GER3 manages competitive tenders to select project design and construction contractors. GER3 employs Construction & Technical Supervisors, including a cost estimate specialist, who provide technical inputs and monitoring throughout the procurement process and implementation period. GER3 primarily works in hard-to-reach rural areas.
Given the organization’s growth and the expanding scope of procurement requirements over time, a review of procurement systems and Standard Operating Procedures (SOPs) is desired to ensure efficiency, compliance, transparency, and alignment with donor, humanitarian and industry standards.
Objective
To assess existing procurement SOPs and practices, identify gaps and risks, and provide actionable recommendations to strengthen procurement systems in line with humanitarian best practices and the Ukraine operational context.
Scope of Work
SOP Review & Compliance Assessment
- Review current procurement SOPs, policies, templates, and tools
- Assess alignment with:
- Organizational policies
- Humanitarian standards (e.g., Sphere, CHS)
- Evaluate clarity, usability, and completeness of SOPs
Ukraine Specific Context Analysis
- Assess how SOPs account for:
- Local market constraints and supplier availability
- Sanctions, import/export controls, and regulatory requirements
- Security and access challenges
- Alignment with industry and national norms (construction in Ukraine)
- Evaluate localization and use of local suppliers
Internal Controls & Risk Management
- Review segregation of duties and approval workflows
- Assess fraud prevention, audit trails, and documentation practices
- Identify high-risk areas (e.g., cash procurement, single sourcing)
- Evaluate vendor registration, vetting, and due diligence processes
Recommendations & Tools
- Provide prioritized, practical recommendations appropriate for organization size
- Propose revised SOP structure and content improvements
- Propose updates procurement templates (PR requests, bid analysis sheet, contracts) as needed
- Develop checklists and/or guidance notes to supplement recommendations
- Suggest capacity-building for staff
Deliverables
- Brief SOP Review Report including:
- Gap analysis
- Risk assessment
- Benchmarking against best practices
- Revised SOPs / Annotated SOPs with recommended changes
- Procurement Improvement Plan (prioritized, time-bound actions)
- Verbal briefing and Q&A on deliverables with GER3 Ukraine management
Qualifications
Required
- 8+ years experience in humanitarian procurement and supply chain management
- English proficiency
- Strong knowledge of procurement compliance requirements
- Experience reviewing and developing SOPs
- Excellent written and communications skills
- Familiarity with anti-fraud and compliance systems
- Familiarity with UN donor requirements
- Commitment to humanitarian principles
Preferred
- Demonstrated experience in Ukraine
- Demonstrated experience with large-scale construction and technical procurements
- Ukrainian language skills
Reporting Line
The consultant will report directly to the Ukraine Country Director.
Ethical Considerations
- Adherence to strict confidentiality and data protection
- Compliance with organizational safeguarding and anti-corruption policies
How to apply
Please submit your application to HR@ger3.org with subject line Ukraine Procurement Review – NAME by May 22, 2026. Please include:
- CV (attach file)
- Cover letter (attach file, one page or less)
- Estimated budget for this evaluation, including the daily consultancy rate
- Any other relevant information demonstrating the suitability of the candidate for the assignment
Shortlisted candidates will be contacted for a brief interview.