Appel  à candidature : FHI recrute un Fonctionnaire principal chargé des achats et de l’administration au Botswana.

 

 

 

 

 

Job Summary

The Senior Procurement & Admin Officer will lead the procurement and management processes of the EpiC project office in Botswana under the supervision of the Finance and Admin Manager. Incumbent will work closely with the Botswana and HQ-based Program and Finance teams in all aspects of procurement and administration management to ensure smooth operations and program implementation. Position will ensure the smooth operation of the organization’s facilities, procurement, inventory, fleet, and travel management.  Successful candidate will collaborate closely with the Program and Finance teams in the procurement of office and programmatic supplies, equipment, and other procurement requests. Position coordinate closely with program stakeholders to ensure goods, and services related to the implementation of the program are procured, delivered, and accounted for in alignment with program goals and the overall results. Position will supervise the Procurement & Admin Officer and Admin Associates and will work in close collaboration with other operations staff within EpiC Botswana Country Office to ensure application of FHI 360 and USAID regulations, policies, and practices.

Accountabilities:

  • Oversee and guide the procurement process for the EpiC Botswana project team. This will include developing requests for quotes (RFQ), requests for proposals (RFP), soliciting vendor quotations, analyzing vendor submissions, and ensure adherence to procurement processes and procedures.
  • Work closely with the Procurement & Admin Officer to develop procurement packages and ensure compliance with FHI 360 and USAID procurement requirements.
  • Prepare, maintain, and review purchasing files, reports and price lists for the office;
  • Check procurements to ensure orders are filled correctly and goods meet specifications; compare prices, specifications, and delivery dates to determine the best bid among suppliers; maintain documentation of purchase orders and verify invoices for payment with accounting.
  • Monitor deliverables of consultants performing operations or local approval tasks, as required.
  • Ensure that procurement processes align with USAID, FHI 360  Botswana procurement rules and regulations, including international procurement requirements for importing items (e.g pharmaceuticals and health commodities);
  • Coordinate with the Finance team for audits and assist in ensuring that the audit recommendations are effectively implemented.
  • Provide oversight  for all administrative/office operations of the FHI Botswana office as well as field offices.
  • Ensure that administrative systems are established and implemented for office security, maintenance, office supplies and others as required for smooth running of the office.
  • In collaboration with the Admin team, support local and international staff travel including booking air tickets, airport transfers, arranging for travel advances, making hotel reservations, etc. as needed, ensures its compliance with FHI travel policies.
  • Maintain administrative files/reports, vehicle logs, supplies and inventory management, etc.
  • Vehicle fleet management, conducting monthly fuel consumption analysis and logbook reconciliations.
  • Develop fleet administration standards and vehicle operating policies and procedures.
  • Provide frequent feedback to supervisor on routine internal office administrative issues.
  • Coordinate and maintain office space, office set up, phone installation, internet installation, security installation and functioning, and maintain register of office keys.
  • Oversee the upkeep, rehabilitation, and maintenance of the entire FHI 360 country office facility, including the physical building structure, all mechanical, electrical, and related equipment.
  • Assign and verify completion of all repairs, replacement, renovation projects of FHI 360 facilities and equipment and ensure quality of work.
  • Ensure the maintenance and tracking of inventory/stock of all Office equipment, expatriate household equipment,   Furniture and Fittings, and coordination of field offices inventory records, request replacement of new supplies
  • Ensure Fixed Assets Registers are accurate, revised and reviewed on quarterly basis, and tagging of assets. Also conducts inventory audit semi – annually.
  • Make periodic visits to field offices  , and from time to time, to  implementing partners, to provide administrative and procurement support, advise and build the capacity of local partners.
  • Performs other relevant duties as assigned.

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 operations, procurement and/or financial management experience in international development assistance programs.
  • 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.
  • Familiarity with or knowledge of USAID-funded projects and procurement policies and procedures.
  • Familiarity with Botswana public health sector, non-governmental organizations (NGOs) and community-based organizations (CBOs) in Botswana is highly desirable.

Apply now

Deadline : 29 May 2023