Procurement Support Specialist

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 worldwide, employing over 4,000 staff members. The organization focuses on various sectors, including health, education, and economic development, and is committed to fostering a diverse and inclusive workplace.

Job Overview:
The Procurement Support Specialist plays a crucial role in supporting the procurement activities of the organization. This position is responsible for managing the procurement of materials, parts, and equipment necessary for the company's operations. The specialist will submit and process purchase orders in accordance with established policies and procedures, ensuring that all procurement activities are conducted efficiently and effectively. The role also involves monitoring departmental costs, schedules, and performance to ensure timely approval and payment of transactions. Additionally, the specialist will coordinate purchasing activities with other departments to maintain inventory levels as planned, ensuring that the organization meets its operational needs without interruption.

Duties and Responsibilities:
The duties and responsibilities of the Procurement Support Specialist include preparing, maintaining, and reviewing purchasing files, reports, and price lists for the department. The specialist will assist in developing bid specifications and review requisition orders for accuracy, terminology, and specifications. They will contact suppliers to schedule or expedite deliveries, resolve shortages, and ensure that contract terms and company needs are met. The role involves approving bills for payment, calculating costs of orders, and forwarding invoices to the appropriate accounts. The specialist will maintain compliance with organizational and government regulations affecting purchases, sharing relevant information with management, staff, and vendors. They will check shipments to ensure orders are filled correctly and that goods meet specifications. The specialist will compare prices, specifications, and delivery dates to determine the best bids among suppliers, maintain documentation of purchase orders, and verify invoices for payment with accounting. Additionally, they will assist in developing and revising procurement operating procedures and policies, interact with internal and external customers to ensure compliance with regulations, analyze quotations received, select or recommend suppliers, and supervise the preparation of orders while following up to expedite delivery and shipment. The role may also involve obtaining certifications of delivery and conducting checks against orders, as well as performing other duties as assigned.

Required Qualifications:
The ideal candidate for the Procurement Support Specialist position should possess a working knowledge of procurement standards and functions, applying fundamental concepts, practices, and procedures effectively. They should have a solid understanding of company policies and procedures regarding procurement services. Excellent oral and written communication skills are essential, along with proficiency in Microsoft Office and other computer software. The candidate should demonstrate good problem-solving skills, be well-organized, and detail-oriented. They must have the ability to analyze and interpret data, identify errors, and prepare reports, as well as work well both independently and as part of a team.

Educational Background:
A High School diploma or GED equivalent is required for this position. Candidates with additional certifications or training in procurement or supply chain management will be considered favorably, as will those with relevant coursework in business administration or related fields.

Experience:
Typically, candidates should have 3-5 years of experience in procurement and administrative support roles. Experience in a non-governmental organization (NGO) is preferred, as it provides valuable context for the procurement processes and challenges faced in such environments. The candidate should be articulate, professional, and able to communicate clearly and positively with clients and staff.

Languages:
Fluency in English is mandatory, as the candidate must be able to read, write, and speak the language proficiently. Knowledge of additional languages may be considered an asset, particularly if they are relevant to the regions in which FHI 360 operates.

Additional Notes:
This position does not have supervisory responsibilities and typically reports to a Manager. The work environment is primarily office-based, with less than 10% travel required. The organization emphasizes equal opportunity and affirmative action, ensuring that all employment practices are free from discrimination. FHI 360 is committed to safeguarding against abuse and exploitation in its programs and requires all personnel to adhere to a code of conduct. The organization offers a competitive benefits package and promotes a healthy work/life balance.