Procurement Specialist III

Job Summary

Supports the procurement of commercial goods and professional services for FHI 360. Creates and processes purchase orders following established procurement policies and procedures. Assists with monitoring costs and vendor performance to ensure timely receipt. Coordinates procurement activities with other departments. Contributes to process improvements for procurement efficiency and sustainability.

Accountabilities:

• Prepares, maintains, and reviews Procurement files, reports, and maintains price lists for the department.
• Assists in developing bid specifications for the RFx process.
• Reviews requisitions and vendor proposals for accuracy, terminology, and specifications.
• Contacts suppliers to schedule or expedite deliveries, resolve shortages, and ensure contract terms and company needs are met.
• Maintains compliance with organizational and government procurement regulations, sharing updates with management, staff, and vendors.
• Validates shipments to ensure orders are accurate and goods meet specifications.
• Compare prices, specifications, and delivery dates to determine the best supplier bids.
• Maintains purchase order documentation and verify invoices for payment with Accounts Payable.
• Assists with developing and revising procurement operating procedures, policies and commonly used forms and templates.
• Works with internal and external customers to ensure procurement activities comply with company and regulatory requirements.
• Analyzes quotations received, selects or recommends suppliers, and schedules deliveries.
• Prepares Purchase orders, Consulting Agreements and any other contractual documents with suppliers and follows up to expedite delivery of commercial goods and services.
• Obtains certifications of delivery and checks against orders. Reviews discrepancies with placed orders.
• Develops and maintains necessary records and files for efficient operation.
• Manages procurement logistics for relocation of company expatriate employees’ household goods and personal vehicles.
• Authorizes and approves invoices related to relocation expenses.
• Serves as a point of contact regarding office and residential leases.
• Receives, examines, and processes requisitions and documents related to procurement supplies, materials, and equipment.
• Compares costs, evaluates quality, and determines the necessity of supplies and equipment.
• Communicate with vendors to stay updated on new products and market trends.
• Consults with department managers to determine procurement needs and specifications.
• Analyzes procurement trends to identify best practices and cost-saving opportunities for the company.
• Assists with training and developing procurement policies and procedures for staff and stakeholders.
• Ability to communicate and work with global audiences and sometimes communicating and providing training during non-standard business hours.
• Utilizes digital procurement platforms to streamline workflows and data tracking.
• Other 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 in Microsoft Office and relevant business software, including collaboration and procurement platforms (e.g., Office 365, SharePoint, Teams).
• Demonstrated analytical and problem-solving skills.
• Ability to analyze and interpret data, identify errors, and prepare reports.
• Ability to work collaboratively and independently.
• Aptitude for adapting to evolving technologies and digital tools in procurement.

Problem Solving & Impact:

• Works on complex problems that require evaluation of multiple factors.
• Exercises judgment within defined practices and policies to select methods and techniques for solutions.
• Decisions generally affect own job and specific functional area.

Supervision Given/Received:

• Provides guidance to departmental staff and areas.
• Serves as a point of contact for Country Offices regarding procurement logistics for relocations.
• May serve as a team lead to other staff.
• Supervision requirements are limited to financial signature authority assigned by management.
• Reports directly to Associate Director

Education:

• Bachelor's degree or international equivalent in Business Administration or related field.
• Procurement-related certification (such as CPSM or APICS) preferred.

Experience:

• Requires 5+ years of procurement experience.
• Articulate, professional, and able to communicate clearly and positively with clients and staff.
• Must be fluent in reading, writing, and speaking English.
• Prior experience in a non-governmental organization (NGO) preferred.
• Experience with digital procurement systems and process automation is a plus.
• Demonstrated experience facilitating training for staff on systems and procurement-related actions.
• Experience contracting with vendors classified as individuals/consultants.
• Experience managing and executing supplier selection and competitive solicitation processes (such as RFI, RFQ, and RFP).
• Deltek Costpoint, Docusign, and Power BI experience strongly preferred.
• International office lease experience preferred.
• Past experience collaborating across time zones.

Typical Physical Demands:

• Virtual office environment.
• Ability to spend extended periods looking at a computer screen and performing repetitive keyboard work.
• Ability to sit or stand for extended periods.
• Ability to lift or move up to 5 lbs.

Technology to be Used:

• Personal computer/laptop, Microsoft applications (Office 365, SharePoint, Teams), DocuSign and standard office equipment.

Travel Requirements:

• Less than 5%
  

The expected US Based hiring salary range for this role is listed below. Candidates FHI 360 pay ranges represent national averages that vary by geographic location. 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, business sector, and budget. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines. Final compensation will be determined in accordance with applicable law and FHI 360 policy.

Base salary is only one component of our offer. FHI 360 contributes 7% of monthly base pay to a money purchase pension plan account. Additionally, all US-based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.

US Based Hiring Salary Range: 83,000 - 103,000 USD Annual

International hiring ranges will differ based on location

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 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.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment  process. If you have questions or concerns about correspondence from us, please email [email protected].

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.

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