Senior Procurement Officer

Job Summary

Meeting Targets and Maintaining Epidemic Control (EpiC), a global project funded by the U.S Government and the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR), that provides strategic technical assistance and direct service delivery to achieve HIV epidemic control among all at-risk populations; strengthen global health security (GHS), including outbreak response; expand improve maternal, newborn, and child health (MNCH), address malaria; improve nutrition and promote health systems strengthening (HSS) including supply chain management. In Haiti, EpiC implements HIV, MNCH and nutrition activities, working closely with the Ministry of Public Health and Population (MSPP).

Under the supervision of the Director for Finance & Operations, the Senior Procurement Officer will be based in Pétion-Ville, Haiti, is responsible for executing and monitoring procurement activities to ensure the timely and compliant acquisition of goods and services for the EpiC Haiti project. The position ensures that all purchases align with FHI 360 policies, donor regulations, and Haitian procurement laws.

The Senior Procurement Officer coordinates purchasing requests from technical and operational teams, obtains competitive bids, maintains supplier relationships, and ensures efficient processing of purchase orders and payments.

The position requires excellent attention to detail, strong organizational skills, and the ability to collaborate effectively with internal departments, vendors, and subrecipients to ensure that operational and programmatic needs are met in a timely and cost-effective manner.

Key Responsibilities

• Prepares, maintains, and reviews purchasing files, reports and price lists for department.
• 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 appropriate accounts.
• 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.
• Assists with developing and revising procurement operating procedures and policies.
• Interacts with internal and external customers to ensure purchasing activities within functional areas are met and comply with government regulations and company procedures.
• Analyzes quotations received, selects or recommends suppliers, and schedules deliveries.
• 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.
• Manages purchasing logistics pertaining to relocations of company expatriate employees’ household goods and personal owned vehicles.
• Monitors budget to ensure policies are adhered to and no overages occur with allowable expenses for employees.
• Authorizes and approves invoices pertaining to relocation expenses.
• Serves as point of contact regarding custom regulations with US and International imports, exports, international commerce, visa’s, and work permit requirements.
• Conducts internal audits with accounts payable to show compliance with company purchasing policies.
• 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.
• Analyzes purchasing trends to determine best practices and cost for the company.
• Assists with the training and developing of policies and procedures for staff and functional areas.
• Inventories equipment, assist with filtering equipment throughout the asset management life cycle and prepares equipment for end-of-life disposition.
• In full charge of the projects inventory tracker and keeping the Purchase Order (PO) tracker.
• Responsible for the preparation of the lease agreements and related tracker.
• Other duties as required.

Applied Knowledge & Skills:

• Strong knowledge of procurement methods and procedures.
• Working knowledge of company policies and standards for procurement services.
• Excellent oral and written communication skills.
• Proficient use of Microsoft office and computer software skills.
• Demonstrated analytical and problem solving skills.
• 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 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 a Manager or Director.

Education: **

• Bachelor's degree or international equivalent in Business Administration or Related Field.

Experience: **

• Typically requires 5+ years of procurement and administrative support experience.
• Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
• Must be able to read, write and speak fluent English.
• Prior experience in a non-governmental organization (NGO) preferred. ● Certification in procurement preferred.

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, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone,

printer, calculator, copier, cell phones, PDAs and other hand held devices.

Travel Requirements:

• Less than 10%

The expected hiring salary range for this role is USD 22,000 - 33,000 for annual basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget.

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 applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s 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.

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