Job Summary:
Under the direct supervision of the Finance Manager, the procurement specialist will be responsible for the procurement of goods and services for projects implemented at FHI360 Eswatini Country Office, in accordance with FHI360 Procurement policies and procedures, and Donor rules and regulations. The candidate will be responsible for developing effective procurement systems to operationalize Donor, US Government and FHI 360 corporate policies, whilst monitoring the purchasing processes for efficient service provision to all stakeholders.
Duty station is Mbabane, with minimum field travel.
Duties and Responsibilities.
- Under the leadership of the finance manager, the procurement specialist will lead and manage all aspects of project procurements including processing of purchase requisitions, bid specifications, vendor comparison and analysis, purchase order development and management, delivery and invoicing functions.
- Develops and implements standard specifications and processes for purchasing of goods and contracting of services to improve the efficiency and effectiveness of the procurement process.
- Develops and executes the procurement plan for all active projects at the country office, working closely with technical teams.
- Develops and maintains an updated pricelist for recurrent purchases and ensures that the information is available for budgeting and price analysis purposes.
- Manages the entire process of all contracts issued for commercial goods/services for the project starting from the acceptance of PRs up until the processing of final payments and close out of the Purchase Order.
- Ensures that purchase orders and contracts are subject to appropriate reviews and approvals and ensures such documents contain the accurate information, terms and conditions and signatures to comply with FHI 360 and Donor regulations.
- Leads on all goods and services receipt processes, ensuring that there are no discrepancies between ordered and delivered goods or services.
- Works with Finance Department to reconcile payments and provide monthly procurement projections.
- Maintain interface with vendors and service representatives to ensure that goods and services meet procurement rules and regulations.
- Develop monthly and quarterly supply chain optimization updates for inclusion in routine reports for project and stakeholders.
- Provides technical support, and trains FHI 360 and sub partners staff on procurement policies and procedures to ensure compliance with donor regulations, government regulations and FHI 360 policies and procedures and documentation requirements pertaining to procurement actions.
- Support Inventory management processes working closely with the finance and administration departments.
- Perform other related duties as may be assigned.
Knowledge, skills and abilities:
- Articulate, professional and able to communicate in a clear, positive manner with clients and must be able to read, write and speak fluent English.
- A high level of individual initiative, planning and good judgment.
- Demonstrated ability to make judgment calls and decisions with respect to procurement activities, within delegated authority, that impact significantly upon the day-to-day operations of user Departments.
- Demonstrated ability to maintain confidentiality and handle sensitive issues.
- Ability to resolve complex procurement challenges.
- A forward-thinking professional, recognizing the value of diversity in the operation of Procurement in the Donor funded sector.
Minimum Qualifications:
- Bachelorโs Degree in BBA, finance, accounting, economics, or related field with minimum of 5 years of experience in the area of procurement on the USAID-funded projects, including designing and preparing solicitations and proposals, monitoring contract performance, etc.
- Masters in supply chain/procurement is an added advantage.
- Knowledge of international best practices in procurement procedures, procurement administration, contract procedures and project follow-up.
- Ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender.
- Must also have the ability to work effectively in a fast-paced, stressful environment and must be flexible, willing to perform other duties and work irregular hours.
- Proficient in Microsoft Office package, especially Excel, Word, SharePoint, and Outlook
- Excellent communication skills.
This job description 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. FHI 360 is an equal employment 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, disability, veteran status, genetic information or any other status or characteristic protected under applicable law.
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 applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs 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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