Procurement Assistant

ORGANIZATIONAL OVERVIEW

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender equality, youth, research, technology, communication, and social marketing — creating a unique mix of capabilities to address today's interrelated development and humanitarian challenge in more than 70 countries. FHI 360’s Crisis Response team is responding to the humanitarian emergency in Northern Ethiopia, focusing on emergency health, nutrition, protection and WASH activities to support the goal of reducing morbidity and mortality.

POSITION OVERVIEW

The procurement Assistant will report to the Senior Logistics officer and is responsible for overseeing day-to-day procurement activities related to programmatic activities. Assigned tasks will include but not limited day to day procurement, producing procurement tracking sheet, updating supplier data base, market assessment and other tasks as assigned.

KEY RESPONSIBILITIES AND DELIVERABLES

After receiving the list of purchases to be made from the hierarchical superior:

• Ensure all FHI360 procurements are completed according to procedures at all times, and within the minimum timeframes stipulated for each of the procurements.
• Liaise closely with the Senior Logistics officer and the Logistics Coordinator as well as the Finance/Administration Manager for local any procuremnt.
• Carry out procurements including getting quotations, preparing purchase orders, contracts, negotiations, dealing with vendors, checking legal requirements etc.
• Guide the management on local legal issues regarding procurements and contracts
• Keep records and maintain contacts with suppliers and conduct price comparisons in order to get the best value for money. Keeps a vendor database up to date accordingly
• Identify potential, credible and competent vendors for FHI360 to deal with and do town run for quick procurements and coordinate FHI360 procurement with vendors and contractors.
• Keep proper record of invoice receipts, requisitions, purchase order forms, waybills, and all other documents.
• Coordinates and reports with finance department for all advances and payments due to suppliers.
• Ensures tracking and reporting of all procurement activities through the daily updating of the Requisition Follow Up and sharing this with managers and programs every week.
• Liaising with other FHI360 offices on procurement issues, and handle all procurement related issues addressed to the Dessie base office

  Applied Knowledge & Skills:

  • Ability to gather, recommend and summarize data for reports, finds solutions to various administrative problems, and prioritizes work.
  • Work requires attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
  • Demonstrates understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
  • Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
  • Understands software used to perform day-to-day functions.
  • Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
  • Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
  • Utilizes program specific terminology.
  • Gathers readily available information from office records to drafts e-mails, memos and other documents.
  • Proofreads documents for grammar, spelling, punctuation, and basic formatting.
  • Provides answers to requests for general information.
  • Records and documents information accurately.

    Problem Solving & Impact:

    • Recognizes, defines, and resolves non-standard problems using operating procedures, practices and established precedents.
    • Resolves recurring issues and problems as well as some unique situations.
    • Anticipates problems and develops recommendations for management resolution.
    • Detects and corrects errors resulting in a reduction in moss time and customer/user dissatisfaction.

      Supervision Given/Received:

      • General supervision and instructions given for routine work and detailed instructions with periodic work review given for new activities or special assignments.
      • Contacts are typically with individuals within own department and with contacts outside own organization.
      • Contacts involve obtaining or providing information or data requiring some explanation or interpretation.

        Education:

        • Bachelor’s Degree in procurement/ logistics or/and related field

          Experience:

          • 2-3 years or above experience in a procurement position preferably with NGOs
          • Ability to follow policies and procedures and work systematically
          • Able to use policies and procedures to solve problems, and be proactive in bringing ideas and solutions
          • Able to maintain good relations with colleagues and suppliers, even in difficult circumstances, always maintaining professionalism when representing FHI360
          • Able to work in a team, and motivate others, and participate actively in team meetings and discussions
          • Able to analyse information, prioritize and take decisions and responsibility for those decisions
          • Excellent organization and planning skills
          • Able to work well under pressure
          • Dynamic, energetic, and committed to FHI360’s work in Ethiopia
          • Keen to work in a busy environment, and take pride in working hard and achieving results
          • Strong computer skills, especially in Excel, Word and use of email
          • Strong English language skills, both written and verbal

            Typical Physical Demands:

            • Typical office environment.
            • Ability to sit and stand for extended periods of time.

              Technology to be Used:

              • Personal Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, Skype/TEAMS, e-mail), office telephone, and printer/copier.

                Travel Requirements:

                • Less than 10 15%

                  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.
                  
                  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.

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