POSITION OVERVIEW

 

Will report to the Administration and Operation Manager. He or she will be in charge of coordinating procurement orders with relevant departments and programs to guarantee that the correct commodities are requested and that the requesters receive their goods and services on time. By organizing efficient procurement planning and management, the position holder will also be accountable for providing the field offices with timely, efficient, and responsible procurement support.

 

KEY AREAS OF ACCOUNTABLITY

STRATEGIC/LEADERSHIP

• Assist the Administration and Operation Manager to develop, establish and implement long term strategies for professional and cost-effective supply chain management in the areas of planning, order management, procurement policy, requisitioning procedures in line with FHI360’s policies and regulations.
• Assist in reviewing and updating supply chain policies and procedures in line with FHI360’s strategic objectives, core values and policy

• Participate in and review all plans to ensure that all the procurement planning has been done, with the right/ realistic budgets

TECHNCIAL/OPERATION

• Ensure all procurement complies with FHI360’s and the individual donors’ policies and procedures and all procurement documents are filed systematically so there is a clear audit trail
• Oversee the implementation and monitoring of procurement processes under and ensure conformity to procedures and timely delivery of goods and services.
• Responsible to prepare and organize tender documents, advertisements, contract agreements, and all the necessary paper works for the Procurement Tendering Committee (PTC) meeting sessions
• Conducting periodic market assessments, including gathering information from the market and peer agencies
• Educate and assist all customers on planning of procurement (bulk orders) and ensure that all required documents are forwarded by the budget holders in time, with clear specifications, financial codes and appropriate authorization
• Conduct regular market surveys of goods and services, establish and maintain a well-defined Supplier database by initiating tender processes on standard items purchase regularly with the goal to establish standard frame contracts with main dealers and qualified and committed suppliers.
• Organize and lead all tender processes and contract management
• Working with stakeholders to define specifications and decision-making criteria for all tenders
• Understanding various aspects (including the legal aspects) of organizational Terms & Conditions, and being able to negotiate these with suppliers
• Assist the country procurement manager in defining key performance indicators (KPIs) for all contracts to allow FHI360 to gain the maximum from each contract (including on price, lead and delivery times, service quality, product quality)

 

• Regular and structured monitoring of suppliers against KPIs and performance managing suppliers who do not achieve these KPIs
• Managing the Supplier Database, proposing any new suppliers to be registered on the database through a defined process, and outlining any suppliers who should be ‘blacklisted’ from the supplier database
• Monitor procurement records to ensure that each procurement transaction paper works are fully and clearly documented for auditing and follow up purposes.
• Ensuring the financial scheme of delegation is being used and that the financial thresholds for procurement processes are respected

ENSURE SIIGNIFICANT COST SAVINGS FOR THE ORGANIZATION, DONER AND BENEFICIARYIES THROUGH:

• Ensure all appropriate due diligence checks and risk assessments are carried out in line with organizational policy
• Produce management information reports on a monthly and quarterly basis, including data analysis and recommendations on improving the efficiency of procurement services.
• Make suppliers aware of FHI360 values and their need to comply as part of agreements

CAPACITY BUILDING

• Build and develop the capacity of the procurement team using effective training, performance management frameworks and development plan.

REPORTING

• Prepare monthly procurement tracker and update report and submit it to the country Administration and Operation Manager as well as to the Administration and Operation Director. The tracker sheet should also be circulated among the relevant staff members and work proactively to secure feedback from field offices

 

SKILLS AND BEHAVIOURS (our Values in Practice)

ACCOUNTABLITY:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling FHI360 values
• Holds suppliers accountable to deliver on their responsibilities

AMBITION:

• Sets ambitious and challenging goals for themselves and takes responsibility for their own personal development
• Widely shares their personal vision for FHI360, engages and motivates others
• Future orientated, thinks strategically and on a global scale

COLLABORATION:

• Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters
• Values diversity and different people’s perspectives, able to work cross-culturally.

CREATIVITY:

• Develops and encourages new and innovative solutions
• Cuts away bureaucracy and encourages an entrepreneurial approach

INTEGRITY

• Honest, encourages openness and transparency, builds trust and confidence
• Displays consistent excellent judgement

Problem Solving & Impact:

• Works on problems that are complex in scope and require evaluation of identifiable factors.
• Exercises judgment within defined practices and policies in selecting methods and techniques for obtaining solutions.
• Decisions made generally affect own job or specific functional area.

Supervision Given/Received:

• Provides guidance to departmental areas.
• Serves as point of contact for Country Offices regarding purchasing logistics for relocations.
• May serve as a team lead to other staff.
• Supervision requirements are limited to financial signature authority assigned by management.
• Typically reports to Administration and Operation manager.

Education:

• BA/BSC in management; procurement or related fields

Experience:

• Typically requires 5+ years of procurement and administrative support experience.
• Proven and significant experience in international procurement and contract management, including an ability to review procurement demands and trends, and to develop strategies to fill identified gaps.
• Diploma/certificate courses in Logistics and Supply Chain strongly preferred
• Field level experience in logistics for INGOs in international development and emergency programmes
• Knowledge of key institutional donors and their compliance requirements in respect of logistics and procurement
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
• Commitment to FHI360 values.
• Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time
• Highly organized with good administration skills for order and information management, able to develop filing systems and databases to ensure an auditable trail.
• A high level of computer literacy (word, excel, ppt etc)