Position Description
This position will work in FHI 360โs Middle East, Eastern Europe, West Africa, the \"MEEWA\" Hub but based in one of FHI 360โs country offices likely to support the MEEWA country offices. The position is a regional role open to candidates in the West Africa region, and reports to the CFO office. The MEEWA Hub coordinates the enterprise services and program management needs of all projects within the Middle East, Eastern Europe and West Africa region.
Job Summary
Manages day-to-day operations and systems coordination related to the procurement of various supplies and services in support of organizationโs programs and projects located internationally and the US. Selects, develops and evaluates personnel to ensure the efficient operation of the function.
Serves as a critical member of the Hub office finance/ procurement team serving the country offices in a support procurement and administrative role. He/ She will also serve as the POC for Procurement/ Consultant matters for the MEEWA Hub.
Manages and oversees logistics and Travel & Expense (T&E) processing for the MEEWA Hub, ensuring activities comply with organizational policies, funder requirements, and cost guidelines.
Accountabilities
Support in the management of procurement process and inventory of office supplies, computer peripherals, software, cell phones, furniture, publications, subscriptions, medical equipment and pharmaceuticals for country offices.
Review and approve procurement packages as per Delegation of Authority threshold including review of purchase requisition, requests for quotation, selection memo, Purchase Order and Consultant agreements according to FHI 360โs policies and procedures.
Provide training and capacity building to project staff on standardized procurement practices efficient project management, compliance, and best practices.
Oversee logistical system for shipping/property control and related contracts. Works with vendors to negotiate and obtain best pricing and service for international shipping contracts.
Manages the Travel & Expense (T&E) process, ensuring timely and accurate handling of all related tasks. Responsibilities include managing travel requests, processing travel advances, and completing expense reimbursements.
Delivers training and builds capacity for project staff on standardized Travel & Expense (T&E) procedures, policies, and related systems, ensuring consistent understanding and compliance with established workflows.
Develops and implements logistics plans, budgets, and procedures to maximize compliance with customer needs within budget constraints. Provides financial reporting and reconciliation of inventories.
Acts as liaison with accounting to assure purchase orders are paid as due and accounts are maintained currently.
Support the CO with management of Asset and Inventory.
Supports performance management and professional development of direct reports, including ongoing feedback, coaching, and career support.
Performs other duties as assigned
.
Applied Knowledge & Skills
Comprehensive knowledge of concepts, practices, and procedures of procurement, purchasing and logistics standards and practices. Working knowledge of company policies and procedures regarding budgets and contracts. Excellent oral and written communication skills.
Strong critical thinking and problem solving skills.
Ability to influence, motivate and negotiate to ensure compliance and company objectives and goals are met.
Problem Solving & Impact
Independently resolve and/or develop recommendations for unprecedented, complex issues and problems.
Serve as a resource for others in resolving unprecedented, non-standard issues and problems.
Anticipate problems and develop recommendations for management resolution.
Recognize complex and unique issues and develop resolution and/or consult with leadership to achieve resolution; consistently serve as a technical resource.
Resolves procurement, tax and/or legal requirements in foreign jurisdictions.
Supervision Given/Received
Position will report to the MEEWA Director Regional Financial and Operations Support
Work is performed without appreciable direction.
Manages 2 to 3 staff to meet departmental and organizational goals.
Ability to mentor, motivate and manage individuals and groups from diverse groups and backgrounds, resulting in high quality and timely work delivery.
Education:
Bachelor's Degree or international equivalent in Business Administration or related field.
Experience:
Typically requires 8-10 years of procurement, administration, travel and logistics management 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 and French skills. Prior team lead experience preferred. Demonstrated leadership experience preferred
Prior work in a non-governmental organization (NGO).
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
10% - 25%
Disclaimer: The Compensation Band for all national local employees aligns to the Compensation Structure based on the Country location of the job.
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.
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