Administrative Associate

Job Posting Organization:
FHI 360 is a nonprofit organization that mobilizes research, resources, and relationships to ensure that people everywhere can access the opportunities they need to lead full, healthy lives. Established with a mission to improve lives in lasting ways by advancing integrated, locally driven solutions for human development, FHI 360 has grown to employ more than 2,200 experts working in over 50 countries around the world. The organization is dedicated to addressing global health challenges and enhancing the capacity of communities to respond to infectious diseases, thereby contributing to the overall health security" style="border-bottom: 1px dotted #007bff !important;">security of nations. FHI 360 operates various programs, including the Strengthening Infectious Disease Detection Systems (STRIDES) activity, which is a critical addition to the United States Government’s global health security response.

Job Overview:
The Purchasing Associate I plays a vital role in supporting procurement activities related to the STRIDES activity in South Sudan. This position is responsible for submitting and processing purchase orders in accordance with FHI 360 and US Government policies and procedures. The Purchasing Associate will assist in monitoring departmental costs, schedules, and performance to ensure timely approval and payment of transactions. The role requires coordination with other departments to maintain inventory levels that support successful project delivery. The Purchasing Associate will also be involved in preparing and maintaining purchasing files, reports, and price lists, as well as developing bid specifications and supporting competitive bidding processes. This position is essential for ensuring that procurement activities are conducted efficiently and in compliance with relevant regulations.

Duties and Responsibilities:
The duties and responsibilities of the Purchasing Associate I include: preparing, maintaining, and reviewing purchasing files, reports, and price lists; assisting with the development of bid specifications and supporting competitive bidding processes; reviewing requisition orders for accuracy and compliance with specifications; contacting suppliers to schedule or expedite deliveries and resolve issues related to shortages or late deliveries; approving bills for payment and calculating costs of orders; maintaining compliance with organizational and US Government procurement policies; supporting proper documentation of procurement activities in adherence to US Government export compliance and South Sudan importation regulations; checking shipments to ensure orders are filled correctly; comparing prices, specifications, and delivery dates to determine the best bid among suppliers; and performing other duties as assigned.

Required Qualifications:
The required qualifications for the Purchasing Associate I position include knowledge of procurement standards and practices, familiarity with company policies and procedures regarding procurement services, and a preference for candidates with knowledge of US Government policies and regulations governing acquisition awards. Candidates should possess excellent oral and written communication skills, proficiency in Microsoft Office and other computer software, good problem-solving skills, and the ability to analyze and interpret data. The candidate must be well-organized, detail-oriented, and capable of working both independently and collaboratively with others.

Educational Background:
The educational background required for this position is a High School diploma or GED, or an international equivalent. This foundational education is essential for understanding the basic principles of procurement and administrative support.

Experience:
Typically, the Purchasing Associate I position requires 1-3 years of experience in procurement and administrative support. Candidates should demonstrate articulate and professional communication skills, with the ability to engage positively with clients and staff. Experience in a non-governmental organization (NGO) is preferred, as it provides valuable context for working in the unique environment of South Sudan.

Languages:
Fluency in English is mandatory, as the candidate must be able to read, write, and speak the language proficiently. While English is the primary language required for this position, knowledge of additional languages may be considered an asset, particularly those relevant to the local context in South Sudan.

Additional Notes:
This position is classified under Band II in terms of compensation, with an expected annual salary range of USD 15,000 - 20,00

• The compensation package is competitive and takes into account various factors such as relevant experience and education, internal equity, market pay, and budget considerations. The role is based in Juba, South Sudan, and involves less than 10% travel. FHI 360 is an equal opportunity employer and is committed to safeguarding against abuse, exploitation, and harassment in its work environments. The organization requires all personnel to adhere to its code of conduct and undergo appropriate screening checks as part of the hiring process.