Back Senior Procurement Officer

Job Summary

Under the supervision of the Finance & Operations Director, the Senior Procurement Officer will develop, plan, and manage tasks, policies and strategies related to procuring goods and services (in accordance with FHI 360 and USAID policies).

Accountabilities:

• Plan, coordinate and manage the procurement activities of FHI 360 with CO and Field Offices, including storage and delivery.
• Ensure that all procurements in FHI 360 are carried out in a timely and efficient manner and in compliance with FHI 360’s value for money and transparency and donor guidelines/regulations on procurement.
• Prepare procurement plan in discussion with program and operation teams.
• Manage and maintain an up to date and accurate procurement tracker for FHI 360 Ethiopia Country Office.
• Receives approved Purchase Requisitions (PR) for procurement of goods and services, ensuring sufficient level of specifications, price estimation, accuracy and completeness.
• Prepare specifications, compare bids received and present recommendations on purchases to management.
• Manage suppliers, cost, quality, and performance delivery.
• Coordinate formal bids and request for proposal (RFPs) by actively working with procurement committee and program teams, as needed.
• Participate in evaluation, negotiation and selection of providers for goods and services according to standard operating procedures and monitor delivery of exact specifications.
• Ensures that purchases are made in the best interests of the donor and FHI 360.
• Receives goods/deliverables, verify quality and quantity against the Orders alongside technical representatives.
• Receives invoices, review for accuracy and satisfactory delivery approvals. Verify tax certificates from vendors before payment is made and facilitate timely payments to vendors.
• Prepares weekly procurement status report and submits to the supervisor
• Does quarterly or 6-month reviews of pre-approved vendors for routine items such as office supplies, cleaning products, hotels, etc.
• Responsible for filing/maintenance of complete procurement files per checklists for all approved purchase orders.
• Train staff in procurement rules and processes and record keeping.
• Drive continuous improvement in all aspects of the procurement process.
• Perform other duties as assigned.

  Applied Knowledge & Skills:

  • Ability to work with others and to develop and maintain compatibility among project staff, subcontractors, and recipients of assistance.
  • Ability and experience in developing efficient procurement systems and procedures.
  • Ability to comprehend and make inferences from technical materials and equipment.
  • Demonstrated knowledge in pricing, contracts negotiations, policies and procedures.
  • Technical understanding of office and other mechanical and electrical equipment.
  • Good analytical, numerical and critical thinking skills.
  • Proficiency in Microsoft Office applications such as MS Word, Excel, 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 in timely and efficient manner.
  • Must exhibit high levels of professionalism, integrity and ethical values at all times.
  • Record keeping, report preparation, filing methods and records management techniques.
  • Excellent written, oral and interpersonal communication skills with ability to work as a team member.
  • Ability to deliver high quality work even with short notice assignments.

    Problem Solving & Impact:

    • Works on problems that are complex in scope and require evaluation of identifiable factors.
    • Exercises judgment within defined practices and policies in selecting methods and techniques for obtaining solutions.
    • Decisions made generally affect own job or specific functional area.

      Supervision Given/Received:

      • Provides guidance to departmental areas.
      • Serves as point of contact for Country Offices regarding purchasing logistics for relocations.
      • May serve as a team lead to other staff.
      • Supervision requirements are limited to financial signature authority assigned by management.
      • Typically reports to Finance and operations Director.

        Education:

        • Bachelor's degree or international equivalent in Business Administration or Related Field.

          Experience:

          • Typically requires 5+ years of procurement and administrative support experience.
          • Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
          • Must be able to read, write and speak fluent English.
          • Prior experience in a non-governmental organization (NGO) preferred.
          • Certification in procurement preferred.

            Typical Physical Demands:

            • Typical office environment.
            • Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
            • Ability to sit and stand for extended periods of time.
            • Ability to lift/move up to 5 lbs.

              Technology to be Used:

              • Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

                Travel Requirements:

                • 25%

                  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.

                  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

                  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

                  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.
                  
                  FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

                  Please click here to continue searching FHI 360's Career Portal.