Title: Procurement Assistant
Location: Maiduguri
Supervisor: Project Coordinator
Basic Functions:
In conjunction with the Senior Procurement Officer, plan and implement systems and policies that guide all operations related to procuring supplies and services (in accordance with FHI360 policy, USAID policy and other donor policies) in support of all FHI360 offices and projects at state and field offices, both domestic and international sourcing.
Duties and Responsibilities:
- Participate in the negotiation of contract terms on a range of procurements and monitor delivery of exact specifications.
- Implement procurement policy and systems for FHI 360 procurement at state and field office level.
- Undertake tendering, evaluation, placement, and monitoring of a portfolio of state and Field Offices procurement.
- Support the planning and coordination of central procurement activities of FHI 360 with state and LGAs, including storage and delivery.
- Assist in the training of staff at the LGA level in procurement rules and processes and record keeping.
- Monitor procurement processes and compliance with FHI 360 procedures at state and field level.
- Coordinate formal bids and request for proposal (RFPs).
- Review and assist in the development of specifications, terms and schedules.
- Prepare specifications, compare bids received and present recommendations on purchases to management
- Prepare specifications required for various supplies and make them available to suppliers.
- Adhere to all FHI 360 required procurement budgets, FHI 360 and donor purchasing guidelines, policies, and controls on procurement.
- Solicit and negotiate competitive pricing from vendors and make recommendations for issuance of purchase orders.
- Drive continuous improvement in all aspects of the procurement process
- Maintain procurement files and other documentations.
- Perform other duties as assigned.
Knowledge, skills and abilities:
- Ability to work with others and to develop and maintain compatibility among project staff, subcontractors, and recipients of assistance.
- Ability to research and evaluate technical proposal and make appropriate recommendation.
- Ability to comprehend and make inferences from technical materials and equipment.
- Demonstrated knowledge in pricing, contracts negotiations, policies and procedures.
- Technical understanding of office and other mechanical and electrical equipment.
- Good analytical, numerical, and problem-solving skills.
- Proficiency in Microsoft Office applications such as MS Word, Excel, PowerPoint
- Work independently with initiative to manage high volume workflow.
- Perform detail-oriented work with a high level of accuracy.
- Interact with diplomacy and tact and follow-up on requests in timely and efficient manner.
- Must exhibit high levels of professionalism, integrity and ethical values at all times.
- Record keeping, report preparation, filing methods and records management techniques.
- Excellent written, oral, and interpersonal communication skills with ability to work as a team member.
- Ability to travel a minimum of 25%.
Qualifications and requirements:
- BS/BA Degree in Procurements or Logistics related field with at least 3 years of relevant experience.
- Or MS/MA degree in Business Admin or related field with at least 1 yearโ relevant experience.
- Advance knowledge of humanitarian Logistics procedures especially in Northeast Nigeria is an advantage.
- Experience using ERP software is an advantage.
- Demonstrated success in multicultural environments is an advantage.
- Extensive experience in NE Nigeria humanitarian context highly desirable.
Safeguarding:
FHI 360 is committed to providing a safe environment for all employees, beneficiaries and anyone contracted by FHI 360. This Includes taking measures to protect vulnerable people from Sexual Exploitation and Abuse (SEA) by either FHI 360 employees or associated personnel. FHI 360 abides by child safeguarding principles. FHI 360โs Safeguarding Policies apply and flow out to all FHI 360 staff, board members, volunteers, and partner staff (subcontractors, consultants, vendors, and subrecipients), regardless of the funding mechanism or amount of contract, agreement, or purchase order.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.
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