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…