Facilities procurement assistant

Chemonics seeks a Facilities Procurement Assistant for its Operations, Finance and Compliance Division (OFC) within its Global Health Supply Chain Office (GHSCO), located in Arlington, VA. The Facilities Procurement Assistant supports procurement activities for the Facilities & Technology (F&T) department and the Operations, Finance, Compliance (OFC) Division as needed. This includes assisting in ensuring accurate budget monitoring, developing and maintaining positive internal and external procurement relationships, processing invoice payments, and tracking and administering leases and assets. The Facilities Procurement Assistant assists the Facilities Procurement Sr. Specialist and provides coverage in their absence. We are looking for individuals who have a passion for making a difference in the lives of people around the world.

Responsibilities include:

• Assist Sr. Procurement Specialist with procurement of assets and materials pertaining to all Chemonics’ facilities, including obtaining quotes, and working with technical staff to make sure quotes are accurate, competitive, and in accordance with USG procurement and compliance regulations
• Support the RFQ process in accordance with USG procurement and compliance regulations
• Proactively connect with external parties to discuss opportunities for procurements to meet Chemonics work requirements. Ensure the supplier meets Chemonics certification standards and provides quotes and proposals to Chemonics that represent best pricing, terms and conditions, and strategy for short and long-term procurements
• Contribute to oversight of long-term asset management, including management of equipment such as furniture, coffee machines, audiovisual, and other facilities materials as appropriate
• Process payment requests for facilities invoices in a timely manner, including day-to-day payments, rental and utility payments, and special project expenses
• Proactively build relationships and coordinate with Accounts Payable to resolve any errors in reports, statements, invoices, and payments
• Update all trackers maintained for procurement purposes, such as asset trackers. Pull information from trackers as requested. Provide reports on findings as needed
• Stay informed regarding USG contracting and procurement standards and regulations as applicable
• Work with Specialist in creation of reports for the Sr. Director of Facilities and Audiovisual Support, including funds spent to date, forecast, and budget remaining
• Assist with OFC’s initiatives and measurement of key performance indicators; contributes to measuring and reporting data. Raises risks regarding expenditure overages in a timely manner
• Provide support and information to F&T team members with regards to payments processing, documentation, etc.
• Contribute to development and maintenance of Standard Operating Procedures (SOPs) for procurement; follows established SOPs
• Undertake technical assignments on projects or special initiatives, both billable and non-billable, including new business if time allows and approved in advance
• Perform other duties as required, onsite and remotely, including support of facilities and AV functions

Qualifications:

• High school diploma required. Bachelor’s degree preferred
• Minimum one year of relevant procurement work experience required
• Demonstrated ability to provide excellent customer service; strong interpersonal skills. Demonstrated ability to develop and maintain positive internal and external client/work relationships
• Demonstrated ability to communicate clearly and concisely orally and in writing; strong cross-culture communication and sensitivity skills
• Demonstrated ability to handle routine administrative tasks and operational issues
• Ability to multitask with strong attention to detail, organization, and time management
• Demonstrated ability to follow standard practices and procedures, receive general instruction and supervision, and contribute to projects and initiatives
• Ability to work independently and as part of a team
• Demonstrated resourcefulness in problem solving and initiative to learn new skills
• Strong knowledge of MS Office applications
• Experience with Microsoft Excel strongly preferred
• Demonstrated leadership, versatility, and integrity