Job Description
The Procurement Officer will work closely with the FHI 360 Operations Support Team and coordinate with other Program/Technical Officers to procure high-quality products, services, and supplies in a fast-paced environment and work closely with finance, administration, and program staff to ensure smooth and high-quality execution of FHI 360 supported activities. The Officer will review procurement and administrative supporting documentation for completeness and accuracy, and communicate with stakeholders (sub-grantees, consultants, suppliers, etc.) to keep them informed of the status of payments, invoices, etc., and inform them of changes required to ensure compliance with FHI 360 policies and donor requirements. The Procurement Officer will develop, plan, and manage policies and strategies related to procuring supplies and services (per FHI 360, USAID, and other donor policies) in support of all FHI 360 Country Office, both domestic and international sourcing.
Position Responsibilities:
- Participate in negotiating contract terms on various procurements and monitor delivery of exact specifications.
- Develop policy and systems for FHI 360 procurement at the CO level and support the team in understanding and adhering to the policies.
- Plan, coordinate, and manage the central procurement activities of FHI 360, including storage and delivery.
- Train staff in procurement rules and processes and record keeping.
- Monitor procurement processes and compliance with FHI 360 procedures at the CO level.
- Develop new or improved purchasing procedures to maintain the economy and efficiency of FHI 360 operations.
- Prepare specifications, compare bids received, and present purchase recommendations to management.
- Develop contracting arrangements with selected vendors that meet FHI 360’s quality assurance standards, in liaison with the Senior Finance and Grants Officer and the Finance and Administration Manager.
- Ensure that all procurement in FHI 360 is carried out promptly and efficiently and in compliance with FHI 360’s value for money and transparency and donor guidelines/regulations on procurement.
- Adhere to all FHI 360 required procurement budgets, FHI 360, and donor purchasing guidelines, policies, and controls on procurement.
- Manage suppliers, cost, quality, and performance delivery.
- Drive continuous improvement in all aspects of the procurement process.
- Undertake tendering, evaluation, placement, and monitoring of a portfolio of Country Office procurement.
- Coordinate formal bids and requests for proposals (RFPs).
- Review and assist in the development of specifications, terms, and schedules.
- Prepare specifications, compare bids received, and present recommendations on purchases to management
- Perform other duties as assigned.
Qualifications
The following are the minimum qualifications required for the position:
- BS/BA degree in a relevant field with 5 – 7 years of relevant procurement experience.
- Or MS/MA degree in a relevant field with 3 – 5 years of relevant procurement experience.
- Minimum of 2 years supervisory experience in procurement.
- Familiarity with donor-funded procurement rules and regulations is required.
- Demonstrated success in multicultural environments is an advantage.
- Ability to work with others and develop and maintain compatibility among project staff, subcontractors, and assistance recipients.
- Ability to research and evaluate technical proposals and make appropriate recommendations.
- Ability to comprehend and make inferences from technical materials and equipment.
- Demonstrated knowledge of pricing, contract negotiations, policies, and procedures.
- Technical understanding of office and other mechanical and electrical equipment.
- Good analytical, numerical, and problem-solving skills.
- Proactive and able to take initiative in facilitating procurements.
- Proficiency in Microsoft Office applications such as MS Word, Excel, and PowerPoint
- Work independently with initiative to manage high-volume workflow.
- Perform detail-oriented work with a high level of accuracy.
- Interact with diplomacy and tact and follow up on requests promptly and efficiently.
- Must always exhibit high levels of professionalism, integrity, and ethical values.
- Record keeping, report preparation, filing methods, and records management techniques.
- Excellent written, oral, and interpersonal communication skills with the ability to work as a team member.