Purchasing Associate
FHI 360
Project Description
Meeting Targets and Maintaining Epidemic Control (EpiC), is a global project funded by the U.S Government and the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR), that provides strategic technical assistance and direct service delivery to achieve HIV epidemic control among all at-risk populations; strengthen global health security (GHS), including outbreak response; expand improve maternal, newborn, and child health (MNCH), address malaria; improve nutrition and promote health systems strengthening (HSS) including supply chain management. In Haiti, EpiC implements HIV, MNCH and nutrition activities, working closely with the Ministry of Public Health and Population (MSPP).
Position Summary
Under the supervision of the Associate Director for Finance & Operations, the Purchasing Associate II will be based in Pétion-Ville, Haiti and is responsible for executing and monitoring procurement activities to ensure the timely and compliant acquisition of goods and services for the EpiC Haiti project. The position ensures that all purchases align with FHI 360 policies, donor regulations, and Haitian procurement laws. This position coordinates purchasing requests from technical and operational teams, obtains competitive bids, maintains supplier relationships, and ensures efficient processing of purchase orders and payments.
The Purchasing Associate requires excellent attention to detail, strong organizational skills, and the ability to collaborate effectively with internal departments, vendors, and subrecipients to ensure that operational and programmatic needs are met in a timely and cost-effective manner.
Key Responsibilities
Procurement and Purchasing
Receive, review, and process purchase requisitions, ensuring accuracy and completeness of specifications and coding.
Solicit competitive quotations from vendors, analyze bids, and recommend suppliers in compliance with FHI 360 and DOS procurement policies.
Prepare purchase orders, contracts, and related documentation for review and approval.
Track the procurement cycle to ensure timely delivery of goods and services and follow up with vendors on pending orders, delays, or discrepancies.
Support vendor evaluations and maintain the approved supplier database.
Monitor contract performance, ensuring goods and services are received in accordance with agreed terms, specifications, and quality standards.
Maintain up-to-date procurement records, purchase files, and price lists to facilitate audits and internal reviews.
Coordinate with finance for invoice verification, payment processing, and reconciliation of accounts.
Ensure all procurement activities are properly documented and archived in compliance with organizational and donor requirements.
Support the development and implementation of procurement plans and forecasting tools for recurring needs.
Liaise with operations and logistics teams to align procurement timelines with project activities and inventory management.
Administration and Reporting
Prepare regular reports on procurement status, outstanding requests, and vendor performance.
Provide input with quarterly and annual reports on procurement activities and achievements.
Support staff with guidance on procurement procedures and compliance requirements.
Identify opportunities for improved efficiency, cost savings, and vendor diversification.
Logistics and Asset Management
Coordinate and monitor the transportation, storage, and distribution of goods and materials to project sites.
Support the management of vehicle fleet, fuel, and maintenance records to ensure availability and efficiency of project transport.
Oversee receipt, inspection, and dispatch of goods to ensure accuracy and quality against purchase orders.
Maintain an updated inventory of project assets and office equipment, ensuring proper tagging, tracking, and disposal according to FHI 360 policy.
Support the organization of workshops, field missions, and other project logistics (travel, lodging, venue, catering, and equipment setup).
Knowledge and Skills
Strong understanding of procurement principles, supply chain management, and vendor relations.
Knowledge of U.S. Government procurement and cost principles (2 CFR 200).
Proven experience with purchase order systems and procurement management tools.
Excellent organization, analytical, and problem-solving skills.
Strong communication and negotiation skills with the ability to engage effectively with vendors and colleagues.
High level of accuracy, integrity, and attention to detail.
Proficiency in Microsoft Office applications (Excel, Word, Outlook) and familiarity with ERP systems (Costpoint or equivalent).
Ability to manage multiple priorities under tight deadlines.
Fluency in French and Haitian Creole required; working knowledge of English preferred.
Education and Experience
Bachelor’s degree in Business Administration, Procurement, Logistics, Supply Chain Management, or a related field preferred.
Professional certification in procurement (e.g., CIPS, CPP) is an asset.
Minimum of 3 to 5 years of relevant experience in purchasing, procurement, or supply chain roles required, preferably with international NGOs or donor-funded projects.
Experience with USAID or PEPFAR-funded procurement procedures strongly preferred.
Experience working in the Haitian context and familiarity with local supplier markets required.
Typical Physical Demands
Office-based position with occasional travel to field offices and supplier locations.
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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