Procurement and Operations Support 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 diverse workforce of over 4,000 employees. The organization focuses on various sectors, including health, education, and economic development, and is committed to fostering a culture of inclusion and respect.

Job Overview:
The Procurement and Operations Support Officer plays a crucial role in providing administrative, operational, and procurement support to the program team, specifically for the Strengthening Infectious Disease Detection Systems (STRIDES) project. This position is essential for ensuring compliance with procurement planning and contract regulations. The officer will work closely with program teams to maintain schedules and coordinate logistics for meetings and events, ensuring smooth operational delivery. The role requires a proactive approach to problem-solving and the ability to work independently while managing multiple priorities. The officer will lead the procurement process, ensuring that all activities align with organizational policies and government regulations, while also serving as the primary administrative point of contact for the team.

Duties and Responsibilities:

• Procurement Leadership & Compliance: Lead the end-to-end procurement process, including developing procurement plans, entering receipt notes, and verifying invoices for payment. Analyze quotations, conduct price comparisons, and recommend suppliers to ensure the best bids for goods and equipment. Maintain and update purchasing files, price lists, and procurement operating procedures. Communicate with suppliers to schedule deliveries and resolve any shortages or late shipments.
• Administrative & Operations Support: Serve as the primary administrative point of contact, responding to staff requests and managing daily office operations. Maintain accurate inventory lists for non-expendable properties and conduct annual physical counts. Coordinate vehicle requests and manage office supplies to ensure sufficient reserves for staff. Liaise with government partners to facilitate MoUs and visas for staff as needed.
• Event, Meeting & Logistics Coordination: Organize and execute meetings, conferences, and offsite events, including scheduling rooms and coordinating logistics. Prepare background materials for meetings and maintain departmental schedules/databases. Manage incoming and outgoing mail, including courier services and postage accounts.

Required Qualifications:
The ideal candidate should possess a working knowledge of procurement standards and practices, along with excellent oral and written communication skills. Proficiency in Microsoft Office and experience using online procurement platforms are essential. The candidate should demonstrate good problem-solving skills, be well-organized, and have the ability to analyze and interpret data. A proactive work style and cultural sensitivity are also important, as is the ability to work independently and under pressure.

Educational Background:
Candidates should have a High School / GED Diploma or a bachelor’s degree in business administration, procurement, or a related field. This educational background is essential for understanding the complexities of procurement processes and administrative support.

Experience:
Typically, candidates should have at least 5+ years of experience in procurement and administrative support. Experience in a non-governmental organization (NGO) is preferred, along with a proven commitment to professionalism, punctuality, accuracy, confidentiality, integrity, and flexibility. The ability to organize large and small meetings and events, both in person and online, is also required.

Languages:
Fluency in English is mandatory, with the ability to read, write, and speak clearly. Additional language skills may be beneficial but are not specified as mandatory.

Additional Notes:
This position does not have supervisory responsibilities and typically reports to the Finance and Operations Manager. The expected hiring salary range for this role is USD 17,000 - 22,000 annually. FHI 360 is an equal opportunity employer and is committed to safeguarding against abuse and exploitation in its work environments. The organization also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS) and conducts appropriate screening checks for all offers of employment.