Job Summary

Under the supervision of the Administration Manager and as a member of the Administration Unit, this position is responsible for managing all procurement processes and official travel arrangements for PNG CO and field offices. The role ensures that procurement and travel activities are efficient, compliant, and support the effective implementation of programs.

Duties and Responsibilities:

Procurement:

• Review procurement requests for completeness and compliance with policy, prepare purchase orders, and obtain necessary approvals.
• Analyze procurement requirements and select appropriate methods based on established policies and best practices.
• Maintain the integrity of the competitive process, facilitate vendor debriefings, and protect confidential information.
• Maintain and update the procurement policy, ensuring all purchases adhere to it; assist in obtaining donor approvals as needed.
• Conduct EPLS/SAM searches for new vendors before issuing purchase orders.
• Follow up with vendors for invoices and facilitate timely payments.
• Maintain a supplier/vendor database and ensure up-to-date records.
• Coordinate with Finance to ensure complete documentation for payments and delivery of goods/services.

Travel Management:

• Arrange all official travel (domestic and international) for staff and consultants, including booking flights, hotels, and ground transportation.
• Ensure all travel complies with donor and organizational requirements, including obtaining necessary approvals and notifications.
• Coordinate with staff and consultants to ensure travel needs are met efficiently and cost-effectively.
• Maintain records of travel bookings and expenditures.
• Arrange security escorts for staff and consultants as needed.

Inventory and Administration:

• Ensure proper custodianship and updating of all office equipment/furniture in the inventory list.
• Update asset register for new acquisitions and disposals.
• Conduct monthly asset checks for correct branding and facilitate annual physical verification and reporting.
• Implement recommendations for disposal of faulty items.
• Carry out office improvement plans and ensure the office is orderly and safe.
• Ensure workplace health and safety standards are defined and followed.
• Perform other duties as assigned by the Administration Manager, Associate Director of Operations or Country Representative.

Knowledge, Skills and Abilities:

• Ability to initiate and implement activities with minimal supervision in procurement and travel management.
• Excellent verbal and written communication skills in English.
• Proficiency in Microsoft Office and Excel.
• Good judgment and the ability to deal pleasantly and effectively with people.
• Strong team player skills and resourcefulness.

Minimum Requirement Standards:

• At least 2–3 years’ experience in procurement, travel management, or office administration.
• Ability to initiate tasks and work independently.
• Minimum Diploma in office management, administration, or accounting.

Physical Demands and Working Conditions:

• Typical office environment: ability to travel domestically and internationally as needed (10-25%).
• Occasional work outside regular office hours may be required for urgent project needs.

Technology to be Used:

• Microsoft Office Suite, and other standard office equipment.

Location of Employment:

Country Office - Port Moresby

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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