Procurement and Travel Management Officer

Job Posting Organization:
FHI 360 is a nonprofit organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions for human development. Established in 1980, FHI 360 operates in more than 60 countries and has a workforce of over 4,000 employees. The organization focuses on various sectors including health, education, and economic development, and is committed to ensuring that its programs are effective and sustainable. FHI 360 is known for its commitment to safeguarding and preventing abuse and exploitation in its work environments and programs.

Job Overview:
The Procurement and Travel Management Officer plays a crucial role in the Administration Unit, reporting directly to the Administration Manager. This position is responsible for overseeing all procurement processes and managing official travel arrangements for the Papua New Guinea Country Office (PNG CO) and its field offices. The officer ensures that all procurement and travel activities are conducted efficiently and in compliance with organizational policies and donor requirements. The role requires a proactive approach to managing procurement requests, vendor relationships, and travel logistics, ensuring that all activities support the effective implementation of programs. The officer will also be responsible for maintaining accurate records and documentation related to procurement and travel, contributing to the overall efficiency of the administration unit.

Duties and Responsibilities:
The duties and responsibilities of the Procurement and Travel Management Officer include but are not limited to:

• Procurement: - Review procurement requests for completeness and compliance with organizational policies. - Prepare purchase orders and obtain necessary approvals. - Analyze procurement requirements and select appropriate methods based on established policies and best practices. - Maintain the integrity of the competitive process and facilitate vendor debriefings. - Protect confidential information and maintain an updated procurement policy. - Conduct EPLS/SAM searches for new vendors before issuing purchase orders. - Follow up with vendors for invoices and facilitate timely payments. - Maintain a supplier/vendor database and ensure up-to-date records. - Coordinate with Finance to ensure complete documentation for payments and delivery of goods/services.
• Travel Management: - Arrange all official travel (domestic and international) for staff and consultants, including booking flights, hotels, and ground transportation. - Ensure all travel complies with donor and organizational requirements, including obtaining necessary approvals. - Coordinate with staff and consultants to ensure travel needs are met efficiently and cost-effectively. - Maintain records of travel bookings and expenditures. - Arrange security" style="border-bottom: 1px dotted #007bff !important;">security escorts for staff and consultants as needed.
• Inventory and Administration: - Ensure proper custodianship and updating of all office equipment/furniture in the inventory list. - Update asset register for new acquisitions and disposals. - Conduct monthly asset checks for correct branding and facilitate annual physical verification and reporting. - Implement recommendations for disposal of faulty items. - Carry out office improvement plans and ensure the office is orderly and safe. - Ensure workplace health and safety standards are defined and followed. - Perform other duties as assigned by the Administration Manager, Associate Director of Operations, or Country Representative.

Required Qualifications:
The ideal candidate for the Procurement and Travel Management Officer position should possess the following qualifications: - A minimum of 2-3 years of experience in procurement, travel management, or office administration. - Strong ability to initiate tasks and work independently with minimal supervision. - Excellent verbal and written communication skills in English. - Proficiency in Microsoft Office Suite, particularly Excel. - Good judgment and the ability to interact effectively with diverse individuals. - Strong team player skills and resourcefulness are essential for success in this role.

Educational Background:
Candidates should have at least a minimum diploma in office management, administration, or accounting. A higher degree or specialized training in procurement or travel management would be advantageous and may enhance the candidate's suitability for the role.

Experience:
The position requires a minimum of 2-3 years of relevant experience in procurement, travel management, or office administration. Candidates should demonstrate a proven track record of managing procurement processes and travel arrangements effectively, showcasing their ability to work independently and manage multiple tasks efficiently.

Languages:
The mandatory language for this position is English, with excellent verbal and written communication skills required. Knowledge of additional languages may be considered an asset but is not mandatory for this role.

Additional Notes:
This position is based in the Country Office located in Port Moresby, Papua New Guinea. The role may require occasional travel domestically and internationally, estimated at 10-25%. The working environment is typical of an office setting, and the candidate should be prepared for occasional work outside regular office hours for urgent project needs. FHI 360 is an equal opportunity employer and is committed to safeguarding and preventing abuse and exploitation in its work environments and programs. The organization offers a competitive benefits package and promotes a healthy work/life balance.