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, Youth, Research and Technology; creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories. We are currently seeking qualified candidates for the position of Senior Procurement and Administration Officer for the EpiC project in Botswana. The position will be based in Gaborone, Botswana.
Project Summary:
Meeting Targets and Maintaining Epidemic Control (EpiC) is a five-year global project funded by the U.S. Presidentโs Emergency Plan for AIDS Relief (PEPFAR) and the U.S. Agency for International Development (USAID). EpiC is dedicated to achieving and maintaining HIV epidemic control and the project provides strategic technical assistance (TA) and direct service delivery (DSD) to break through barriers to 95-95-95 and promote self-reliant management of national HIV programs by improving HIV case-finding, prevention, and treatment program. EpiC builds on the successes of previous programming to expand HIV case finding in the community (including through self-testing), optimize treatment initiation (same-day or fast track initiation), and support treatment continuity including through multi-month dispensing and implementing decentralized drug distribution models. EpiC targets services to key populations (men who have sex with men, people in prison, female sex workers, transgender people, and people who inject drugs) and priority populations (including adolescent girls and young women and at-risk men) in Botswana in 10 districts: Greater Gaborone, Francistown, Ngamiland, Chobe, Selibe-Phikwe, Palapye/Serowe, Boteti, Kweneng East, and South East.
Job Summary
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. The position 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. The Senior Procurement & Admin Officer will ensure the smooth operation of the organizationโs facilities, procurement, inventory, fleet, and travel management. The incumbent will collaborate closely with the Program and Finance teams in the procurement of office and programmatic supplies, equipment, and other procurement requests. The position will 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. The incumbent 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.
Accountabilities:
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 โ 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.
Applied Knowledge & Skills:
Demonstrated knowledge of Botswana international procurement and import processes.
Excellent diplomacy skills and a proven ability to establish and maintain interpersonal and professional relationships with USAID, host-country counterparts and representatives from other key stakeholders such as NGOs, CSOs, and the private sector.
Ability to manage tight deadlines and deliver high volumes of work with minimal supervision.
Strong and solid command of professional theory, techniques, practices, and procedures requiring comprehensive knowledge of procurement principles.
Effective negotiations skills and, procurement management.
Strong knowledge of procurement methods and procedures.
Working knowledge of company policies and standards for procurement services.
Excellent oral and written communication skills.
Proficient use of Microsoft office and computer software skills.
Ability to analyze and interpret data, identify errors and prepare reports.
Ability to work well with others and independently.
Problem Solving & Impact:
Demonstrated analytical and problem solving skills.
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 a Manager or Director.
Education:
Bachelorโs degree or its international equivalent in Business Administration, Procurement, Accounting, or another relevant field.
Experience:
Typically requires 5+ years of procurement and administrative support experience.
Familiarity with or knowledge of USAID-funded projects and procurement policies and procedures.
Familiarity with Botswana public health sector, non-governmental organizations (NGOs) and community-based organizations (CBOs) in Botswana is highly desirable.
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.
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:
Less than 10%
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.
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