The Senior Procurement & Admin Officer will lead the procurement and management processes of the EpiC project office in Botswana under the supervision of the Finance and Admin Manager. Incumbent will work closely with the Botswana and HQ-based Program and Finance teams in all aspects of procurement and administration management to ensure smooth operations and program implementation. Position will ensure the smooth operation of the organization’s facilities, procurement, inventory, fleet, and travel management. Successful candidate will collaborate closely with the Program and Finance teams in the procurement of office and programmatic supplies, equipment, and other procurement requests. Position coordinate closely with program stakeholders to ensure goods, and services related to the implementation of the program are procured, delivered, and accounted for in alignment with program goals and the overall results. Position will supervise the Procurement & Admin Officer and Admin Associates and will work in close collaboration with other operations staff within EpiC Botswana Country Office to ensure application of FHI 360 and USAID regulations, policies, and practices.
Oversee and guide the procurement process for the EpiC Botswana project team. This will include developing requests for quotes (RFQ), requests for proposals (RFP), soliciting vendor quotations, analyzing vendor submissions, and ensure adherence to procurement processes and procedures.
Work closely with the Procurement & Admin Officer to develop procurement packages and ensure compliance with FHI 360 and USAID procurement requirements.
Prepare, maintain, and review purchasing files, reports and price lists for the office;
Check procurements to ensure orders are filled correctly and goods meet specifications; compare prices, specifications, and delivery dates to determine the best bid among suppliers; maintain documentation of purchase orders and verify invoices for payment with accounting.
Monitor deliverables of consultants performing operations or local approval tasks, as required.
Ensure that procurement processes align with USAID, FHI 360 Botswana procurement rules and regulations, including international procurement requirements for importing items (e.g pharmaceuticals and health commodities);
Coordinate with the Finance team for audits and assist in ensuring that the audit recommendations are effectively implemented.
Provide oversight for all administrative/office operations of the FHI Botswana office as well as field offices.
Ensure that administrative systems are established and implemented for office security, maintenance, office supplies and others as required for smooth running of the office.
In collaboration with the Admin team, support local and international staff travel including booking air tickets, airport transfers, arranging for travel advances, making hotel reservations, etc. as needed, ensures its compliance with FHI travel policies.
Maintain administrative files/reports, vehicle logs, supplies and inventory management, etc.
Vehicle fleet management, conducting monthly fuel consumption analysis and logbook reconciliations.
Develop fleet administration standards and vehicle operating policies and procedures.
Provide frequent feedback to supervisor on routine internal office administrative issues.
Coordinate and maintain office space, office set up, phone installation, internet installation, security installation and functioning, and maintain register of office keys.
Oversee the upkeep, rehabilitation, and maintenance of the entire FHI 360 country office facility, including the physical building structure, all mechanical, electrical, and related equipment.
Assign and verify completion of all repairs, replacement, renovation projects of FHI 360 facilities and equipment and ensure quality of work.
Ensure the maintenance and tracking of inventory/stock of all Office equipment, expatriate household equipment, Furniture and Fittings, and coordination of field offices inventory records, request replacement of new supplies
Ensure Fixed Assets Registers are accurate, revised and reviewed on quarterly basis, and tagging of assets. Also conducts inventory audit semi – annually.
Make periodic visits to field offices , and from time to time, to implementing partners, to provide administrative and procurement support, advise and build the capacity of local partners.
Performs other relevant duties as assigned.
Ability to work well with others and independently.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
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