Procurement and Operations Coordinator

Job Posting Organization:
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. 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, economic development, and more, aiming to create a positive impact on communities worldwide.

Job Overview:
The Procurement and Operations Coordinator plays a crucial role in supporting the procurement of materials, supplies, and equipment in alignment with organizational and donor policies. This position involves preparing and processing purchase orders, coordinating purchasing activities with relevant departments, and maintaining inventory levels. The coordinator is responsible for monitoring procurement costs, schedules, lead times, and transaction statuses to ensure timely approvals, payments, deliveries, and completion of purchasing activities. Additionally, the role includes providing day-to-day operations, procurement, travel, and logistical support under the supervision of the Finance and Operations Associate Director, ensuring that project activities are implemented smoothly and on schedule, with complete and compliant supporting documentation according to FHI 360 and donor requirements. The position is based in Phnom Penh and requires provincial travel as needed, along with potential supervisory responsibilities.

Duties and Responsibilities:
The duties and responsibilities of the Procurement and Operations Coordinator include managing procurement requests, requisitions, bid specifications, quotations, approvals, purchase orders, vendor coordination, and ensuring complete supporting documentation in accordance with FHI 360, donor, and government requirements. The coordinator will monitor procurement costs, budgets, lead times, deliveries, invoices, and receipts, resolving any delays or shortages while maintaining accurate procurement and inventory records. Coordination of import permits, duty waivers, shipment arrangements, customs clearance, and delivery to designated warehouses is also part of the role. Furthermore, the coordinator will provide routine project operations support, which includes office coordination, facilities and supplies management, service contracts, asset management, filing systems, operational reports, trackers, and logistics for meetings or training. The role also involves supporting domestic and international travel arrangements, including flights, accommodation, visas, schedules, and expense documentation. Other duties may be assigned as necessary.

Required Qualifications:
The ideal candidate for the Procurement and Operations Coordinator position should possess strong knowledge of procurement methods and procedures, along with a working knowledge of company policies and standards for procurement services. Excellent oral and written communication skills are essential, as well as proficiency in Microsoft Office and other relevant computer software. The candidate should demonstrate analytical and problem-solving skills, with the ability to analyze and interpret data, identify errors, prepare reports, and work both independently and collaboratively. Strong computer and spreadsheet skills, organizational ability, and attention to detail are also required.

Educational Background:
Candidates must have a Bachelor’s degree or an international equivalent in Administration, Management, Business Administration, or a related field to qualify for this position.

Experience:
A minimum of 5 years of relevant experience in procurement and operational support is required. Experience working with NGOs, donor-funded projects, or government partners is considered an advantage. The candidate should be articulate and professional, with the ability to communicate clearly and positively.

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

Additional Notes:
The position is expected to involve 10%-20% travel from Phnom Penh to provinces as required by project activities. The expected hiring salary range for this role is USD 17,000 - 25,000 for annual basic salary for national local hire. When determining an offer amount, FHI 360 considers multiple factors, including relevant years of experience and education, internal equity, market pay, and budget. For internal candidates, salary placement will follow FHI 360’s current promotional increase guidelines. This job posting summarizes the main duties of the job and does not prescribe or restrict the exact tasks that may be assigned. Management reserves the right to review and revise this document at any time. FHI 360 is an equal opportunity employer and is committed to safeguarding against abuse, exploitation, and harassment in its work environments and programs.