Procurement Assistant

Job Posting Organization:
Family Health International (FHI 360) is a non-profit non-governmental organization dedicated to improving lives sustainably through integrated solutions. Established to address various global challenges, FHI 360 operates in over 60 countries worldwide, including all states and territories of the United States. The organization focuses on health, education, nutrition, environment, economy and development, research, and technology, creating a unique combination of capabilities to tackle development challenges. In Senegal, FHI 360 implements various projects aimed at improving the quality of life and supporting human development, providing strategic technical assistance and direct service delivery to enhance prevention, screening, and treatment for target populations, particularly the most vulnerable and priority groups.

Job Overview:
The Procurement Assistant will work under the supervision of the Senior Procurement Officer and will be responsible for supporting the procurement processes of the FHI 360 Senegal office. This role involves close collaboration with program and finance teams based in Senegal and at headquarters in all aspects of procurement management to ensure the smooth operation and implementation of programs. The Procurement Assistant will assist in purchasing office and program supplies, equipment, and other procurement requests, ensuring compliance with organizational policies and donor regulations. The position requires a proactive approach to problem-solving and effective communication with various stakeholders to facilitate procurement activities.

Duties and Responsibilities:
The Procurement Assistant will coordinate the management of security" style="border-bottom: 1px dotted #007bff !important;">security agents and maintenance technicians while adhering to donor and FHI 360 procedures. Responsibilities include ensuring strict compliance with the complete procurement cycle, maintaining and reviewing purchase records, reports, and price lists across all departments. The role involves contacting suppliers to schedule or expedite deliveries, resolving shortages, and ensuring that contractual terms and business needs are met. The Procurement Assistant will compare prices, specifications, and delivery dates to determine the best offers from suppliers, maintain documentation of purchase orders, and verify invoices with accounting for payment. Additional duties include assisting in the development and revision of operational policies and procedures related to procurement, training staff on procurement policies, participating in pre-assessment evaluations of potential beneficiaries, ensuring compliance with procurement policies, organizing physical and electronic document filing, updating the supplier list, managing contracts, and overseeing administrative documents for vehicles. The role also includes supporting inventory management and fuel reconciliation on a monthly basis, along with performing other assigned tasks.

Required Qualifications:
Candidates must possess a bachelor's degree in economic management, procurement management, public sector management, or a related field. A minimum of 2 to 3 years of experience is preferred, particularly in donor-funded development projects. Demonstrated knowledge of procurement management processes and donor regulations is essential. Candidates should have the ability to work with culturally and geographically diverse staff and partners, possess strong communication and report writing skills, and demonstrate the ability to work both independently and as part of a team. Flexibility and integrity are crucial attributes for this role.

Educational Background:
A bachelor's degree in economic management, procurement management, public sector management, or a related field is required for this position. This educational background provides the necessary foundation for understanding procurement processes and regulations, as well as the ability to analyze and manage procurement-related tasks effectively.

Experience:
The position requires at least 2 to 3 years of relevant experience, preferably in development projects funded by donors. This experience should include a solid understanding of procurement processes and the ability to navigate the complexities of working with various stakeholders in a development context.

Languages:
Fluency in French, both spoken and written, is mandatory for this position. Proficiency in English is also preferred, as it may facilitate communication with international partners and stakeholders.

Additional Notes:
The position may require 5-10% domestic travel. This job posting summarizes the main duties of the position and does not prescribe or restrict the exact tasks that may be assigned. It should not be construed as a contract of employment. FHI 360 is an equal opportunity and affirmative action employer, committed to preventing any form of abuse, exploitation, and harassment in its work environments and programs. 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) and will request information from previous employers regarding any substantiated findings of misconduct. The organization fosters a healthy work/life balance and offers a competitive benefits package.