Associate, Procurement and Operations
United States (United States of America)
Associate, Procurement and Operations
- United States
- Full Time
- Program (Division)
- Women and Children's Health - Cervical Cancer
- Additional Location Description
- CHAI program countries, dependent on CD approval
The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to saving lives and reducing the burden of disease in low-and middle-income countries, while strengthening the capabilities of governments and the private sector in those countries to create and sustain high-quality health systems that can succeed without our assistance. For more information, please visit: http://www.clintonhealthaccess.org
Cervical Cancer Program:
Cervical cancer affects more than half a million women each year, and disproportionately impacts women in poor countries, where access to effective screening and treatment for pre-cancerous lesions is limited. With Unitaid support and in collaboration with seven partner countries, CHAI will be working over the coming 2.5 years to catalyse the development and introduction of effective, affordable tools for cervical cancer screening and treatment that will facilitate widespread scale-up.
CHAI is seeking an Associate, Procurement and Operations to play a critical role on the program management team for the Cervical Cancer program, serving as the primary resource on managing commodity procurement and assisting with the financial management of the grant. The Associate will interface directly with the UNITAID grant management team, partner suppliers and the in-country program team leaders to ensure that donor expectations and country team requirements for procurement and finance management are met. They will act as the team’s lead on internal procurement management matters and will also work in close collaboration with the grant’s finance manager on Budgeting & Reporting.
- Prepare Annual & Half-yearly procurement plans for the grant.
- Ensure that the grant budget is updated and is in-sync with the Annual & Half-yearly procurement plans
- Track changes to the procurement as per the project need and keep in the donor and the program leadership informed of the changes
- Assist the country teams with order processing and ensuring compliance to the Annual & Half-yearly procurement plans
- Coordinate with the in-country team leaders and partner suppliers to ensure programmatic commodities are manufactured, shipped, and delivered in the country as per the evolving grant operational plans.
- Draft RFPs for new products and commodities required by the program
- Collaborate with the partner suppliers and assist them with production planning, forward looking capacity expansion and liaising with external buyers i.e., country government, implementing partners and donor organizations
- Assist country teams with new product registrations, local distributor identification and negotiations
- Collaborate with the country teams and the CHAI quality assurance team to ensure product breakdowns/failures are appropriately logged and reported to the suppliers. S/he will also ensure that replacement devices are shipped timely to the country teams to keep service downtime to the bare minimum.
- Prepare/review shipment package (Airway Bill, packing list and commercial Invoices) and coordinate the shipment schedule (release to the logistic provider)
- Coordinate with logistic providers on the shipments and assist in issue related to shipments and transit risks.
- Prepare Purchase orders (PO’s) and related payment request forms following the organization’s procurement policy and guidelines.
- Collaborate with procurement agencies (UNICEF) on procurement orders, planning, recording, and reporting
Operations & Finance Management
- Work with each of the countries to ensure timely receipt of budgets
- Run validation checks on budgets received from each country, liaise with countries to populate any missing data points
- Support monthly with the GL review (all countries and global teams) with a view on:
- Appropriateness of expenses charged
- Staff costs to ensure they are in line with budget allocation for the country
- Highlight if any expense reclasses are needed and work with accounting to get those done
- Support on a quarterly basis:
- GL review as per #1 above
- Work with countries to carry out tagging of expenses in line with the donor cost categories
- Review allocation to expenses to different outputs of the program as budgeted/ agreed
- Work with countries to update the Asset register
- Review quarterly financial reports of key sub-contractors
- Reconciling procurement related expenses with the procurement plan and corresponding entry into the books
- Support on a bi-annual basis:
- GL review as per #2 above
- Consolidate all countries’ GLs into the donor format
- Advanced degree: Master of Business Administration (MBA) or Master of Public Administration (MPA) preferred. Bachelor’s degree and relevant work experience may be considered in lieu of an Advanced degree.
- 3-5 years of work experience in a fast-paced, high-performance environment; at least 2 years in related work. Work experience with a CHAI country team preferred.
- Familiarity with financial systems, budgeting and solid experience in financial modelling using advanced Excel features
- Dynamic individual with strong leadership, interpersonal, analytical, and problem-solving abilities
- Excellent written and verbal communication skills to deliver high quality, actionable feedback on a variety of complex issues to management, donors, and care-
- Ability to multi-task and work in a fast-paced environment; self-motivated and capable of working independently as well as within a team