Procurement Officer (nationa)

Location: Ulaanbaatar

Deadline for submitting the application: 15/03/2026 

Start date: 04/05/2026 

Contract type: Limited 

Contract term (months): 60.00 

1. Background

LuxDev is the Luxembourg Development Cooperation Agency.

Luxembourg has supported the health sector in Mongolia since 2001. The focus of the bilateral cooperation is combating cardiovascular disease (CVD), which is the first cause of mortality in Mongolia. This collaboration has unfolded in multiple phases, each expanding the scope of interventions.

The current MON/007 project (“Cardiology, Cardio-surgery and Telemedicine in Mongolia”) is the 5th phase of support. Implemented mostly through the Third State Central Shastin hospital, it strengthens integrated cardiac care, cardiovascular health services and cardiac surgery capacity (with the support of the Institut National de Chirurgie Cardiaque et de Cardiologie Interventionnelle from Luxembourg - INCCI). It also focuses on the prevention of cardiovascular disease and support for digitalization (telemedicine).

LuxDev is currently launching the MON/008 project, titled “Support to the Establishment of the National Cardiovascular Centre (NCC)”, in partnership with the Government of Mongolia and the European Bank for Reconstruction and Development (EBRD). This ambitious seven-year intervention aims to reduce mortality from cardiovascular diseases (CVDs) by establishing a high-capacity, digitally integrated, and nationally anchored cardiovascular referral centre.

At the same time LuxDev is expecting to start formulating the MON/009 project early 2026. MON/009 would be a Matching Fund for Medical Equipment and Technologies (MF-MET) which is intended to provide additional resources to strengthen the health response in the CVD and Maternal, Newborn and Child Health sectors.

In light of those developments, LuxDev is looking for an experienced Procurement Officer (PO) based in Ulaanbataar. This recruitment is for a national expert responsible for paying his/her own taxes and for all administration required by the Mongolian administration.

2. OBJECTIVES

The Procurement Officer is responsible for ensuring the quality, efficiency, and impact of the procurement processes of all the LuxDev projects implemented in Mongolia.

This includes designing and implementing procurement processes in different categories ensuring conformity according to LuxDev standards, collect relevant data, assess progress and results, and draw lessons for continuous improvement. The Procurement Officer provides technical validation and recommendation for all procurement processes. Final approval authority remains with the authorized signatories as per LuxDev delegation framework.

He/she will give particular attention to the management of all procurement activities under LuxDev’s responsibility within the MON/008 project, ensuring compliance with LuxDev procedures, transparency, and timely delivery of goods and services. The role includes planning, tendering, contract management, and coordination with technical teams to guarantee that procurement aligns with construction and commissioning schedules.

3. RESPONSIBILITIES

Overall responsibilities at office level:

• Support to the conformity of acquisitions: ensures models for contracts are aligned with LuxDev’s Quality Manual (MQ) and tailored to the needs of the projects ,
• Design a procurement monitoring system adapted to the projects to keep track on the timelines and compliance with the necessary steps, 
• Lead all procurement processes and ensure documentation is properly safeguarded both digitally and physically, conduct analyses of collected data to assess projects performance against set objectives and indicators and organize debriefing sessions for improvement,
• Propose improvements and provide feedback on LuxDev procedures and documentation to enhance/adapt them,
• Monitor the implementation of new procurement models and procedures,
• Manage and oversee the coding and follow up of contracts in the system,
• Organize internal controls within the Programmes,
• Ensure accountability, reporting and regular feedback to counterparts and beneficiaries,
• Develop and implement a capitalization and experience-sharing plan to promote a culture of continuous improvement and facilitate organizational learning,
• Design and implement training and coaching plans for projects teams and partners on procurement, considering specific needs and competency levels. 

Responsibilities specific to MON/008:

Procurement Planning - in close collaboration with the Senior Sectorial Advisor:

• Develop and maintain a procurement plan aligned with the NCC construction schedule and commissioning milestones,
• Validate equipment lists and specifications in collaboration with the Biomedical Engineer and CCP team,
• Incorporate Total Cost of Ownership (TCO) principles into procurement planning.

Tendering and Contracting:

• Prepare tender dossiers, including technical specifications, lots, and phasing,

• Prepare/verify and validate contracts and amendments before signature,
• Launch and manage international and local tenders in compliance with LuxDev procurement rules,

• Organise bid evaluation committees and ensure transparent selection processes,

• Ensure administrative and financial follow-up of work contracts at all stages, aiming to ensure (in coordination with the Project Owner and Supervisor) compliance with the execution deadline and fulfilment of contractual commitments,
• Verify the existence and compliance of bank guarantees.

Coordination and Risk Management

• Coordinate with the teams and supervising engineers to ensure procurement timelines match construction readiness,
• Identify, document, and report any suspected procurement irregularities or fraud risks in line with LuxDev whistleblowing and compliance procedures,
• Monitor risks related to customs clearance, delivery delays, and currency fluctuations; propose mitigation measures,
• Maintain communication with suppliers for timely updates and problem resolution.

Quality Assurance and Acceptance

• Oversee acceptance testing and commissioning of equipment,
• Ensure proper documentation: delivery notes, installation certificates, acceptance reports,
• Track warranties and initiate post-installation support agreements.

Reporting and Documentation

• Maintain procurement records and inventory logs,
• Prepare quarterly procurement progress reports for LuxDev and the Steering Committee,
• Ensure compliance with audit requirements and LuxDev’s financial control standards.

4. PROFILE

• Higher education degree (minimum 4 years) in a relevant field such as procurement, administration, international development or equivalent,

• As least 10 years of proven experience in procurement management,
• Familiarity with international procurement standards and donor-funded projects,
• Experience in conformity procedures used by international development organisations (European Commission, development banks…) with proficiency in relevant tools and methodologies,
• Familiarity with Mongolian procedures,
• Fluency in spoken and written Mongolian and English,
• Experience in the procurement of medical devices is an advantage.

Note: this hiring is conditional to LuxDev receiving the formal execution mandate for the MON/008 project from the Luxembourg Ministry of Foreign and European Affairs, Defence, Development Cooperation and Foreign Trade (MFA). No contract can be concluded without the signature of this mandate.