Procurement Assistant

Job Summary

The Procurement Assistant is responsible for supporting the procurement unit with procurement activities related to FHI360’s programmatic and logistic operations in Rwanda. S/he will work closely with Program, Operations/Administration, and Finance to ensure efficient and timely purchase of goods and services to support effective project implementation.

 Accountabilities:

• Prepares, maintains, and reviews purchasing files, reports, and price lists for the unit.
• Assists with developing bid specifications.
• Reviews requisition orders to verify accuracy, terminology, and specifications.
• Contacts suppliers to schedule or expedite deliveries, resolve shortages, missed or late deliveries to ensure contract terms and company needs are met.
• Approves bills for payment and calculates costs of orders and forwards invoices to Finance for processing.
• Maintains policies and procedures of organizational and government regulations affecting purchases and shares information with management, staff members and vendors.
• Checks shipments to ensure orders are filled correctly and goods meet specifications.
• Compares prices, specifications, and delivery dates to determine the best bid among suppliers.
• Maintains documentation of purchase orders and verifies invoices for payment with accounting.
• Interacts with internal and external customers to ensure purchasing activities within functional areas are met and comply with FHI360 procedures.
• Supervises preparation of orders and follows up to expedite delivery and shipment.
• Obtains certifications of delivery and conducts check against orders. Checks and approves invoices for orders placed.
• Develops and maintains necessary records and files for efficient operation.
• Receives, examines and processes requisitions and other documents related to the purchase of supplies, materials, and equipment for the company.
• Compares costs and evaluates the quality, and need of supplies, materials and equipment.
• Interacts and corresponds with vendors to keep abreast of new products and market trends.
• Consults with department managers to determine purchasing needs and specifications.
• Prepares tender announcements and letters of invitation to tender in the light of the tender requirements
• Prepares distribution lists and communicate with vendors to coordinate the distribution to sites
• Maintains the weekly procurement tracker.
• Follow up on the payments with the Finance.
• Maintain the office storage of supplies.
• Other duties as assigned.

Applied Knowledge & Skills:

• Knowledge of procurement standards and practices.
• Knowledge of company policies and procedures regarding procurement services.
• Excellent oral and written communication skills.
• Proficient use of Microsoft Office and computer software skills.
• Good problem solving skills, well organized and detailed oriented.
• Ability to analyze and interpret data, identify errors and prepare reports.
• Ability to work well with others and independently.

Problem Solving & Impact:

• Works on problems that are moderate in scope and require judgment in resolving or making recommendations.
• Exercises judgment within defined policies and procedures to obtain solutions and perform duties.
• Decisions made generally affect own job or specific functional area

Supervision Given/Received:

• Has no supervisory responsibility.
• Receives instructions on new assignments.
• Yypically reports to a Manager.

Education:

• Bachelor’s degree in procurement and logistics management or in a relevant business field

Experience:

• Bachelor’s degree in procurement and logistics management or in a relevant business field
• 3 years working in procurement on a donor-funded project in an international organization
• Strong organizational skills, ability to interact effectively with international and national personnel.
• Demonstratable capacity to meet the deadlines.
• Ability to work in fast-paced environment.
• Excellent oral and written English skills.
• High computer skills on MS Office programs, especially in MS Excel.
• A demonstrated ability to multi-task and efficiently process information not to delay project implementation.
• A clear understanding of procurement ethics and donor compliance is desired.
• Proactive spirit in identification difficulties and working cooperatively to solve them.
• Commitment to and understanding of FHI360 aims, values and principles

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used:

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%

 This job description 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.

We offer competitive compensation and a package of exceptional benefits. Please visit the FHI 360 Career Center at http://www.fhi360.org/careers  for a list of all open positions.

FHI 360 is an employer with equal opportunity and affirmative action. FHI 360 is committed to providing equal employment opportunities regardless of race, color, religion, gender, sexual orientation, national or ethnic origin, age, disability or veteran status in policies, programs, or activities.

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.

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 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

Please click here to continue searching FHI 360’s Career Portal.