Procurement & Admin Officer

Job Posting Organization:
FHI 360 is a nonprofit organization dedicated to mobilizing research, resources, and relationships to ensure that individuals everywhere can access the opportunities necessary for leading full and healthy lives. Established with a mission to improve lives through integrated, evidence-based solutions, FHI 360 employs over 2,200 experts and operates in more than 50 countries worldwide. The organization focuses on various sectors, including health, education, and economic development, and has a strong commitment to fostering sustainable change through partnerships and community engagement.

Job Overview:
The Procurement & Admin Officer plays a crucial role in ensuring that procurement processes are conducted efficiently and in compliance with FHI 360’s policies and funding requirements. This position involves preparing requests for quotations, coordinating with specialists to finalize purchase orders, and reviewing invoices for accuracy before submission to the finance team. The officer will also assist in developing bid specifications and reviewing requisition orders to ensure they meet the necessary standards. The role requires a proactive approach to sourcing reliable vendors, managing supplier relationships, and ensuring timely delivery of goods and services. The officer will be responsible for maintaining an updated vendor database and ensuring that all procurement activities align with organizational goals and compliance standards. This position is integral to supporting the overall mission of FHI 360 in the Philippines, particularly in the context of health and development initiatives.

Duties and Responsibilities:
The Procurement & Admin Officer will be responsible for the following key duties:

• Prepare requests for quotation and coordinate with the Grants and Procurement Specialist to finalize purchase orders.
• Review invoices prior to submission to the Finance Team for payment, ensuring compliance with FHI 360’s policies and funding requirements.
• Assist in developing bid specifications and reviewing requisition orders for accuracy and compliance.
• Conduct surveys for reliable sources and contact vendors to obtain proposals and quotations.
• Schedule or expedite deliveries with suppliers and resolve any issues related to shortages or late deliveries.
• Review and approve bills for payment, calculating costs of orders and forwarding invoices to the appropriate accounts.
• Check shipments to ensure orders are filled correctly and that goods meet specifications.
• Compare prices, specifications, and delivery dates to determine the best bid among suppliers.
• Update the contract list and coordinate with regular contractors for contract renewals. 1
• Develop and maintain comprehensive information on all active vendors in the vendor database. 1
• Perform other duties as assigned by management.

Required Qualifications:
Candidates must possess a strong understanding of contracting concepts and principles, with excellent oral and written communication skills. The ideal candidate should be articulate, professional, and able to communicate clearly and positively with clients and staff. Strong organizational and project management skills are essential, along with the ability to manage multiple activities while paying close attention to detail. Proficiency in Microsoft Office and other computer software is required, as well as good problem-solving skills and the ability to analyze and interpret data effectively. The candidate should also be able to work independently and collaboratively with others.

Educational Background:
A Bachelor's Degree or international equivalent in Business Administration, Legal Studies, or a related field is required for this position. This educational background provides the necessary foundation for understanding the complexities of procurement and administrative processes within a nonprofit context.

Experience:
A minimum of 3 years of related work experience is required, with at least 1 year specifically focused on USG regulations in contracting and procurement, as well as administrative support. This experience is crucial for navigating the regulatory landscape and ensuring compliance with donor requirements.

Languages:
Fluency in English is mandatory, along with proficiency in the local language. This bilingual capability is essential for effective communication with diverse stakeholders and for ensuring that procurement processes are conducted smoothly within the local context.

Additional Notes:
This position is full-time and may involve working with international partners. FHI 360 is committed to equal opportunity and affirmative action, ensuring that all employment practices are free from discrimination based on various characteristics. The organization also emphasizes safeguarding against abuse and exploitation 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 provides a competitive benefits package and supports professional development, promoting a healthy work/life balance for its employees.