Procurement Officer - FHI 360

Job Summary

The Procurement Officer will be responsible and accountable for procurement and delivery of all logistics related activities for the Strengthening Infectious Disease Detection Systems (STRIDES) Activity in Ghana in accordance with the FHI 360’s procurement and logistics policies and procedures S/He will serve as the procurement specialist, coordinate supply chain management, and purchasing, and will be responsible for developing and standardizing procurement processes and systems in accordance with Ghana country office guidance and directives.

The Procurement Officer will collaborate with colleagues across all departments to identify procurement needs, process bottlenecks, and develop unique solutions to enable more timely, efficient, and accountable procurement process. In addition, S/He will support preparedness planning across country programs, developing instructional material, facilitating training, and mentoring staff.

Accountabilities

• Implements and/or maintains the standard of FHI 360 Ghana Country Office procurement policies and procedures.

• Manages the procurement process and inventory of office supplies, computer peripherals, software, cell phones, furniture, publications, subscriptions, medical equipment and pharmaceuticals for both domestic and country offices, in accordance with the FHI 360 Ghana Country Office and donor-specific polices

• Ensures that FHI 360 and donor procurement policies and procedures are adhered to at all times.

• Coordinates with the finance, administration, and program teams to ensure integrated internal controls, timely payment of vendors and complete, auditable support documentation.

• Develop standard protocols for essential logistic processes, including procurement requisition and commodity dispatch.

• Establish and maintain asset and inventory registry in Headquarter (HQ) and the field, including equipment allocation, maintenance, and dispose of assets in accordance with donor regulations.

• Ensure logistic and procurement activities are properly documented and fully adhere to United States Government (USG) export compliance as well as destination country importation & customs regulations and relevant protocols.

• Collaborate with HQ support departments to identify operations and administration process bottlenecks and develop solutions appropriate for operations.

• Ensures that transparent and responsive procurement processes are implemented and maintained.

• Supports the development and implementation of logistics plans, budgets, and procedures to maximize compliance with customer needs within budget constraints.

• Routinely communicates, coordinates and plans with the relevant requesting staff/programs regarding the order and delivery of supplies.

• Work with the procurement team to prepare financial reports and reconciliation of inventories.

• Support the procurement and finance team to ensure that all supplies and services are delivered on time, purchase orders are paid for as due and accounts are maintained currently.

• Maintain supplier information for regularly purchased items and be informed of current local market conditions.

• Manages and maintains up-to-date and accurate procurement tracker for FHI 360 Ghana Country Office and various projects.

• Performs any other duties or tasks delegated by the supervisor.

Applied Knowledge & Skills

• In-depth knowledge of procurement, budgeting, and supply chain management best practices.

• Comprehensive knowledge of procurement and logistics standards and practices.

• Working knowledge of company policies and procedures regarding budgets and contracts.

• Working proficiency with relevant USG policies and regulations.

• Working knowledge of managing security protocols for both staff and supplies.

• Capable negotiator, with significant and geographically varied experience establishing contracts, managing vendors, and ensuring products/services are delivered per specifications.

• Knowledge of international donor procurement regulations and USG coordination experience essential.

• Expertise with fraud detection and investigation techniques necessary.

• Excellent verbal and written English skills required.

• May work in insecure locations with minimal infrastructure or amenities.

• Must be able to read, write, and speak fluent English.

Education

• Bachelor's degree or its international equivalent in Supply Chain, Logistics, Economics, Finance, or Business Administration.

• Master's or other advanced degree preferred.

• Additional qualification/Certification and/or degree in business management/logistics and/or supply-chain management preferred.

Experience

• Typically requires 5 yrs experience managing logistics & operations in emergencies with demonstrable knowledge of public procurement laws of Ghana and various donors, in particular, the United States Government agencies.

• Experience establishing startup operations/projects in new countries preferred.

• Proficiency with database management software and on-line search tools required.

• Has sensitivity to cultural diversity and understanding of the political, contextual, and ethical issues in assigned areas.

• Articulate and professional and able to communicate in a clear, positive fashion with clients and staff.

• Prior work experience in a non-governmental organization (NGO), government agency, or private company of progressive program management experience in humanitarian assistance or related industry experience in a relevant technical area.

• Must be able to read, write and speak fluent English.

• Prior management experience preferred.

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