Procurement Coordinator

TITLE: Procurement Coordinator

REPORT TO: Operations/Admin Manager, FHI 360 in Bangladesh

Location Dhaka, Bangladesh

FHI 360 is a non-profit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology; creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories.

We are currently seeking qualified candidates for the position of Procurement Coordinator for the Tuberculosis project based in Dhaka, Bangladesh. This position is dependent on receipt of funding.

Position Summary

Under the supervision of the Operations/Admin Manager, the Procurement Coordinator will support activities related to the procurement of materials, services, parts and equipment for the project. Submits and processes purchase orders as authorized following policies and procedures for the operation of procurement activities. Assists with monitoring costs, schedules and performance to ensure approval and payment of transactions completion. Coordinates purchasing activities with other departments to maintain inventories at planned levels.

Key Responsibilities

• Prepare, maintain, and review purchasing files, reports, and price lists for the project.
• Assist with developing bid specifications and solicitation process and keep record of vendor list.
• Contact suppliers to schedule or expedite deliveries, resolve shortages, missed or late deliveries to ensure contract terms and company needs are met.
• Maintain policies and procedures of FHI 360 and funder’s rules and regulations affecting purchases and shares information with management, staff members and vendors.
• Assist with developing and revising procurement operating procedures and policies.
• Compare prices, specifications, and delivery dates to determine the best bid among suppliers.
• Support the procurement services to the project, ensure completeness of necessary information, quotations on procurement items, preparing procurement related documents, review requisition orders to verify accuracy, terminology, and specifications and obtaining necessary signatures and approvals.
• Maintain documentation of purchase orders and verifies invoices for payment with accounting.
• Interact with internal and external parties to ensure purchasing activities within functional areas are met and comply with FHI 360 and funder’s rules, regulations, and procedures.
• Analyze quotations received, select, or recommend suppliers, and schedules deliveries.
• Supervise preparation of orders and follows up to expedite delivery and shipment, check shipments to ensure orders are filled correctly and goods meet specifications.
• Obtain certifications of delivery and conducts check against orders. Checks and approves invoices for orders placed.
• In close collaboration with the Finance staff on receipt of order and vendor payment procedures, approve bills for payment and calculates costs of orders and forwards invoices to appropriate accounts.
• Develop and maintain necessary records and files for efficient procurement operation.
• Perform other duties as assigned by Operations/Admin Manager.

Minimum Requirements

• Minimum Master's degree in business administration or relevant field or international equivalent.
• 4-6 years of procurement and administrative support experience.
• Proven proactive skills in identifying negotiation, cost savings, cost avoidance and efficiency opportunities.
• Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
• Proficiency in Microsoft Office applications such as MS Word, Excel, PowerPoint.
• Good documentation skills and effective skills in summarizing conclusion on financial issues.
• Ability to manage tight deadlines and deliver high volumes of work with minimal supervision.
• Ability to work collaboratively, productively, and sensitively within a multidiscipline, multicultural and multigender environment.
• Fluency in English and Bengali is required.
• Position open to Bangladeshi nationals or individuals who have the legal authority to work in Bangladesh.

The above statements are intended to describe the general nature and level of work and are subject to modification. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job.

FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is committed to providing equal employment opportunity without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran with respect to 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.

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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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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