Job Openings at FHI 360

Job Summary:

• The Regional Purchasing Associate II will support the work of FHI 360’s West Africa Middle East Regional Office (WAMERO). The WAMERO office provides oversight of bilateral projects and support for country offices in the region, which also includes Latin America and the Caribbean and Eastern Europe. The Regional Purchasing Associate supports the development and implementation of processes related to issuing and managing procurements. Work will include quality review of procurement packages and training and support of WAMERO and project staff in policies and procedures related to procurement processes, templates, and standards. S/he will work under the supervision of the Associate Director, Quality Assurance to strengthen and support subaward work and processes. Focus will be on compliance with processes and standards related to procurement.

Accountabilities:

• Provide leadership and support the implementation of procurement process for WAMERO and Project/Country Offices in this region including developing or contributing to WAMERO specific procedures or tools as needed.
• Serve as a resource for project teams on procurement standards, processes, and topics;
• Review procurement packages prepared by country office and project teams to ensure completeness of documentation and compliance with FHI 360 and donor policies and procedures. Route to Regional Office Director for approval and/or signature;
• May assist with project launch and provide training on procurement processes and standards as needed;
• Maintain procurement tracker;
• Proactively advises and builds capacity of Regional Office staff and Country/Project Office staff for procurement process and management.
• Identify areas of compliance risk and escalate as necessary to appropriate levels of leadership;
• Problem-solve with project staff around issues specific to procurement and compliance, coordinating with project and regional office leadership as needed;
• Support work with Enterprise Services on revising and improving existing processes;
• Contribute to work with WAMERO colleagues to identify and develop process improvements and implement best practices related to procurement processes;
• Train regional and project staff on internal processes, standards, best practices, and compliance issues related to procurements;
• Liaise with Global Procurement Services staff in HQ as needed to clarify FHI 360 standard procedures, ensure consistent practice, stay informed of changes or updates to internal templates or processes, and seek advise on situation specific issues as needed;
• Maintain knowledge of internal procedures and templates, and donor rules and regulations and inform the team of the changes in policies and procedures and templates;
• Performs other duties as assigned.

Applied Knowledge & Skills:

• Working knowledge of standards and functions and applies the fundamental concepts, practices, and procedures of procurement activities.
• Ability to learn and become an expert in FHI 360 policies, procedures, and templates regarding procurement services.
• Knowledge of donor (USG and non-USG) rules and regulations related to procurement.
• Interacts with colleagues using both oral and written communication skills to discuss processes or issues.
• Excellent ability to communicate clearly in both oral and written form.
• Communicate structured information in a clear, concise, and organized manner suited to the characteristics and needs of the audience.
• Must have attention to detail.
• Excellent organizational skills and strong ability to manage and meet multiple tasks.
• Ability to establish effective working relationships that foster organizational success.
• Must be able to read, write and speak fluent English.
• Fluency in French language is preferred.

Problem Solving & Impact:

• Reviews and determines compliance with laws and regulations; draws conclusions; makes recommendations for approval.
• Researches, investigates, and analyzes data.
• Exercises judgment within defined practices and policies in selecting methods and techniques for obtaining solutions.
• Contributions are usually limited to task-related activities.
• Errors do not typically have a major effect on the organization.
• Errors may be detected and corrected.

Supervision Given/Received:

• Performs work with a high degree of independence to determine practical methods and procedures for effective performance
• Follows specific, detailed instructions.
• Elevates to supervisor any unusual problems encountered.
• Keeps supervisor updated on project status, discrepancies, and any unusual situations that will impact timely completion of reports or projects.

Education:

• High School / GED Diploma or international equivalent

Experience:

• 3-5 years of procurement and administrative support experience.
• Knowledge of donor (USG and non-USG) rules and regulations including but not limited to USAID preferred.
• Non-governmental organization (NGO) experience preferred.

Typical Physical Demands:

• Typical office environment.
• Ability to sit and stand for extended periods of time.

Technology to be Used:

• Computer, Microsoft Office (i.e., Word, Excel, Teams, PowerPoint, etc.), e-mail, video conferencing, telephone, printer, calculator, copier, cell phones.

Travel Requirements:

• Less than 10%
• Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job. This job description 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

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Job Summary:

• The Regional Subaward Finance & Compliance Officer supports the development and implementation of processes related to issuing and managing subawards. Work will include quality review of subaward packages, documents, and issues related to subaward financial monitoring, and training and support of WAMERO and project staff in policies and procedures related to subaward budgeting and financial monitoring. S/he will work under the supervision of the Associate Director, Quality Assurance to strengthen and support subaward work and processes. Focus will be on compliance with processes and standards related to financial aspects of subaward execution and management.

Accountabilities:

• Review subaward (sub-grant or sub-contract) packages prepared by country office and project teams to ensure completeness of documentation and compliance with FHI 360 and donor policies and procedures, with particular focus in budget, budget narrative and financial risk assessment;
• Review subaward (sub-grant or sub-contract) close-out packages and provide guidance to project teams on issues related to closing of subawards including reconciling of financial reports and payments;
• Support project teams with budget development and resolving finance related issues;
• Build capacity of project teams related to budget development, financial assessment of subrecipients, financial monitoring of subawards, and other finance related tasks;
• Liaise with finance, contracts, and technical teams to provide necessary feedback to improve different elements of subaward packages (such as budgets, budget narratives, negotiation memorandum, pre-award assessment, etc.);
• Support project teams as needed to ensure proper monitoring is taking place including providing review, feedback, and problem-solving with issues arising from monthly financial reports;
• Provide guidance to project teams in understanding documentation and filing requirements to ensure projects have complete subaward files;
• Identify areas of compliance risk and escalate as necessary to appropriate levels of leadership;
• Problem-solve with project staff around issues specific to subaward compliance, budgeting, and financial monitoring, coordinating with project and regional office leadership as needed;
• Support work with Enterprise Services on revising and improving existing processes;
• Contribute to work with WAMERO colleagues to identify and develop process improvements and implement best practices related to subaward management;
• Train project staff on internal processes, standards, best practices, and compliance issues related to developing and managing subawards;
• Maintain knowledge of donor rules and regulations and inform the team of the changes in policies and procedures.

Applied Knowledge & Skills:

• Knowledge of donor (USG and non-USG) rules and regulations required; for acquisition (contracts) and assistance (cooperative agreements and grants).
• Ability to review and analyze budgets, budget narratives, financial reports and reconcile financial information related to subawards.
• Familiar with basic principles of subaward management and related budgets.
• Applies updated information technology to facilitate program goals and program procedures.
• Problem solving skills.
• Communicate structured information in a clear, concise, and organized manner suited to the characteristics and needs of the audience.
• Interacts with colleagues using both oral and written communication skills to discuss processes or issues
• Documents complex issues and effectively articulates written conclusions.
• Reviews and edits work of others.
• Excellent organizational skills and strong ability to manage and meet multiple tasks.
• Must be able to read, write and speak fluent English.
• Fluency in French language is preferred.

Problem Solving & Impact:

• Gathers, organizes, and analyzes information and data.
• Reviews and determines compliance with laws and regulations; draws conclusions; makes recommendations for approval.
• Serves as a resource to others in resolving moderately complex problems; identifies substantive issues that are thoroughly and accurately researched and analyzed.
• May review and analyze recommendations from peers.
• Contributes to the completion of organizational projects and goals.
• Errors do not typically have a major effect on the organization.
• Errors may be detected and corrected.
• May support internal and external audit requests.
• Explains variances in a concise manner.

Supervision Given/Received:

• Performs work with a high degree of independence to determine practical methods and procedures for effective performance
• Elevates to supervisor any unusual problems encountered.
• Keeps supervisor updated on project status, discrepancies, and any unusual situations that will impact timely completion of reports or projects.

Education: 

• Bachelor's Degree or its International Equivalent. Finance? Master’s preferred?

Experience: 

• 5 years relevant experience working on projects that issued subawards and performing activities associated with ensuring compliance with donor's and company's requirements.
• Knowledge of donor (USG and non-USG) rules and regulations including but not limited to USAID.
• Experience with subaward budgets and financial monitoring of grants.
• Non-governmental organization (NGO) experience preferred.
• Proficiency in spreadsheet software required.
• Must demonstrate excellent analytical and organizational skills.
• Non-governmental organization (NGO) experience preferred.

Typical Physical Demands:

• Typical office environment.
• Ability to sit and stand for extended periods of time.

Technology to be Used:

• Computer, Microsoft Office (i.e., Word, Excel, Teams, PowerPoint, etc.), e-mail, video conferencing, telephone, printer, calculator, copier, cell phones.

Travel Requirements:

• Less than 10%
• Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job. This job description 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.