Procurement and Operations Support Officer
FHI 360
Operations, Customer Service
Phnom Penh, Cambodia
USD 17k-22k / year
Job Summary
The Procurement and Operations Support Officer provides essential administrative, operational, and procurement support to the program team. Working under the Finance and Operations Manager, the Procurement and Operations Support Officer leads procurement processes for the Strengthening Infectious Disease Detection Systems (STRIDES) project, ensuring compliance with procurement planning and contract regulations. This role involves close collaboration with program teams to maintain schedules and coordinate logistics for meetings and events to ensure smooth operational delivery.
Key Responsibilities & Accountability
1.Procurement Leadership & Compliance
- Lead the end-to-end procurement process, including procurement plan at initial requisitions (PR), entering receipt notes in DPA, and verifying invoices for payment.
- Analyze quotations, conduct price comparisons, and recommend suppliers to ensure the best bid for goods and equipment.
- Develop bid specifications and ensure all activities comply with organizational policies and government regulations.
- Maintain and update purchasing files, price lists, and procurement operating procedures.
- Communicate with suppliers to schedule deliveries and resolve any shortages or late shipments.
2.Administrative & Operations Support
- Serve as the primary administrative point of contact, responding to staff requests, and managing daily office operations.
- Maintain accurate inventory lists for non-expendable properties and conduct annual physical counts.
- Coordinate vehicle requests and logbook tracking, including managing rentals when internal vehicles are unavailable.
- Manage office supplies and cleaning materials to ensure sufficient reserves for staff.
- Liaise with government partners to facilitate MoUs, and visas for staff (if needed).
3.Event, Meeting & Logistics Coordination
- Organize and execute meetings, conferences, and offsite events, including scheduling rooms and coordinating food and logistics.
- Prepare background materials and documentation for meetings and maintain departmental schedules/databases.
- Manage incoming and outgoing mail, including courier services and postage accounts.
Applied Knowledge & Skills:
- Working knowledge of standards and functions and applies to the fundamental concepts, practices and procedures of procurement activities.
- Knowledge of Office policies and procedures regarding procurement services.
- Excellent oral and written communication skills.
- Experience using online procurement platforms
- Ability to compile comprehensive bid analyses
- Proficient use of Microsoft Office and computer software skills.
- Good problem-solving skills, well organized, and detailed oriented.
- Ability to analyze and interpret data, identify errors, and prepare reports.
- Ability to work well with others independently.
- Ability to anticipate response and perform tasks efficiently and clearly upon request from the program team.
- Able to work with minimum supervision and maintain composure under pressure.
Problem Solving & Impact:
- Works on problems that are diverse in scope and require evaluation of identifiable factors.
- Exercises of judgment within defined practices and policies in selecting methods and techniques for obtaining solutions.
- Decisions made generally affect own job or specific functional area.
Supervision Given/Received:
- Has no supervisory responsibility.
- Receives instructions on new assignments.
- Typically reports to a Finance and Operation Manager.
- Ability to manage priorities and workload within the general schedule of work, instructions, and standardized practices.
- Cross-cultural experience and confident working in diverse teams
- Highly organized, attentive to details and mastery of information under his/her responsibility.
Education: **
- High School / GED Diploma or bachelor’s degree in business administration, Procurement, or international equivalent related fields.
Experience: **
- Typically requires 5+ years of procurement and administrative support experience.
- Articulate, professional, and able to communicate in a clear, positive manner with clients and staff.
- Must be able to read, write and speak fluent English.
- Prior experience in a non-governmental organization (NGO) preferred.
- Good interpersonal skills, communication skills, a proactive work style and cultural sensitivity
- Experience organizing large and small meetings and events/workshops (in person and online), including oversight of participation.
- Proven commitment to professionalism, punctuality, accuracy, confidentiality, integrity and flexibility and proven experience in introducing new and more effective ways of working in a very busy office environment.
Typical Physical Demands:
- Typical office environment.
- Ability to spend long hours looking at computer screens and doing repetitive work on a keyboard or online application.
- Ability to sit and stand for extended periods of time.
- Confident learning new online tools and willing to take a proactive role in developing such tools.
- Knowledge and proficiency of relevant office technology applications such as Microsoft Office (Word, Excel, PowerPoint, Outlook), internet, and others.
Technology to be Used:
- Personal Computer/Laptop, proficient in Microsoft applications (i.e., Microsoft Office 365, SharePoint, /Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
Less than 10%
The expected hiring salary range for this role is USD 17,000 - 22,000 annually for basic salary. 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, market pay, and budget.
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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