Associate Director, Procurement, Admin and Logistics

JOB SUMMARY
The Associate Director, Procurement, Admin and Logistics (ADPAL) leads and directs the administration, operations, and procurement functions for FHI 360’s Democratic Republic of Congo (DRC) country office and its full portfolio of projects (including the Ebola Response support). This role translates organizational and donor requirements into operational processes and guides execution to ensure administration, procurement and supply chain, and operational service delivery are aligned across the country program. ADPAL manages the administration, operations, and procurement functions through direct reports, including direct supervision of all Admin, Operations, and Procurement Leads in DRC, ensuring operational priorities, internal policy compliance, and service delivery expectations are completed within established goals, timelines, and organizational standards.
This role partners across the Regional Hub, HQ operations, procurement, and administration teams, donors, government counterparts, and program teams to improve consistency, efficiency, compliance, and operational effectiveness in a complex, donor-funded environment. ADPAL supports execution of operational priorities within DRC and escalates broader service model, budget, or enterprise-level issues to the Country Representative and senior leadership.
RESPONSIBILITIES / DUTIES
Complexity & Problem Solving:
Leads administrative, operational, and procurement initiatives and process improvements across the DRC country office and its projects. Translates organizational strategies, donor requirements, and operational priorities into work plans, processes, and team-level execution. Evaluates administrative, operational, and procurement issues involving multiple stakeholders, systems, and delivery contexts, and determines appropriate methods and actions to support effective program delivery.
Develops and manages administrative, operational, and procurement processes, tools, and practices that support the country office and its projects. Identifies and addresses barriers that may affect delivery, efficiency, compliance, or service effectiveness. Uses data, stakeholder input, and professional judgment to identify trends, gaps, risks, and improvement opportunities.
Key responsibilities include:
· Direct all administration, operations, and procurement functions for the DRC country office, ensuring resources are effectively aligned with program goals and donor requirements.
· Directly supervise all Admin, Operations, and Procurement Leads in DRC, setting goals, assigning work, and monitoring performance.
· Ensure rigorous compliance with FHI 360 policies, U.S. Government procurement and operations regulations (including 2 CFR 200 and FAR), and DRC statutory and legal requirements applicable to administration, operations, and procurement.
· Support internal and external operations and procurement audits and reviews, ensuring findings are addressed promptly and that robust internal controls safeguard project assets.
· Direct procurement, logistics, IT, administration, and general services across all DRC projects , including surge procurement support for emergency and outbreak-response operations such as the Cholera and/or Ebola outbreak response, ensuring operational systems are efficient, transparent, and responsive to program needs.
· Lead supply chain management for the country office, including sourcing, vendor and supplier management, warehousing, inventory, and distribution planning, to ensure uninterrupted, compliant supply for all DRC projects.
· Oversee office facilities, leases, fleet, and non-expendable asset management across DRC project offices, ensuring proper maintenance, insurance coverage, tagging, and disposal in accordance with FHI 360 and donor policies.
· Ensure timely customs clearance and compliance with DRC import/export requirements for project goods, equipment, and supplies.
· Support staff and office health, safety, and security protocols, including travel safety and emergency preparedness planning, in coordination with the Regional Hub and security focal points.
· Coordinate visa, work and residence permit, and government registration requirements for expatriate and international staff in DRC.
· Design and implement operational procedures that improve cost-effectiveness, accountability, and timely service delivery across multiple project offices.
· Determine resources, timelines, and priorities needed to meet country office and project-level administrative, operational, and procurement goals.
· Recommend changes to policies, procedures, and workflows affecting administration, operations, and procurement in DRC.
· Escalate broader service model, budget, hub coordination, or enterprise-level issues to the Country Representative, Regional Hub, and senior leadership, as appropriate.
Discretion & Impact:
Guides execution of administrative, operational, and procurement plans and initiatives across the DRC country office. Makes decisions related to resources, work priorities, team execution, process implementation, and operational improvements within the latitude of established organizational policies and donor requirements.
Decisions affect operational outcomes, service effectiveness, costs, timelines, compliance, and delivery quality across all DRC projects. Errors may affect program delivery, increase costs, delay operational outcomes, or expose the organization to compliance or reputational risk. This role contributes to short- to medium-term country office goals and supports alignment with broader regional and organizational objectives.
Collaboration & Interaction:
Partners with the Country Representative, Regional Hub, HQ operations, procurement and administration teams, donors, government counterparts, and program teams to support operational and procurement alignment and effective execution. Interacts frequently with direct reports, including Admin, Operations, and Procurement Leads, functional peers, and cross-functional partners on matters involving multiple projects and functions.
Builds relationships with key contacts inside and outside the country office to resolve issues, improve processes, and support program delivery needs. Influences adoption of consistent administrative, operational, and procurement practices while recognizing DRC regulatory, donor, and project-specific requirements. Represents the country office in high-level discussions with donors, partners, and government authorities on operations, procurement, and compliance matters, and effectively communicates results, risks, and recommendations to leadership.
Management & Supervision:
Manages the administration, operations, and procurement functions in DRC through direct reports, including direct supervision of all Admin, Operations, and Procurement Leads in DRC. Sets goals, assigns work, monitors progress, and ensures timely completion of operational priorities. Provides guidance, coaching, and performance feedback to direct reports and team members.
Builds team capability in administrative and operational effectiveness, procurement and supply chain management, service delivery, process improvement, and cross-functional collaboration. Guides teams in applying established policies, procedures, and donor compliance requirements while supporting continuous improvement and consistent execution. Embraces other duties as assigned, contributing to the team’s multifaceted and evolving responsibilities.
QUALIFICATIONS
Knowledge & Skills:
· Comprehensive knowledge of administrative systems, procurement and supply chain management, and operational practices supporting donor-funded program delivery.
· Strong understanding of how administration, operations, and procurement functions support project execution across a country program and donor-funded delivery environment.
· Ability to translate organizational strategies and donor requirements into team-level execution, work plans, and process improvements.
· Strong analytical and problem-solving skills, including the ability to evaluate operational and procurement data, identify trends, and recommend practical solutions.
· Strong leadership, coaching, facilitation, communication, and stakeholder management skills.
· Ability to manage multiple teams, including Admin, Operations, and Procurement Leads, workstreams, priorities, and stakeholders in a complex, matrixed environment.
· Ability to influence cross-functional partners and support adoption of consistent administrative, operational, and procurement practices.
· Ability to balance standardization, operational efficiency, compliance, risk management, and adaptation to the DRC operating context.
· Strong knowledge of donor compliance frameworks (2 CFR 200, FAR) and DRC statutory and legal requirements governing procurement, administration, and operations.
· Strong planning and organizational skills with the ability to manage timelines, resources, and deliverables.
· Strong knowledge of supply chain management principles, including sourcing, vendor and supplier management, logistics, warehousing, fleet, and inventory management in complex, donor-funded operating environments.
· Knowledge of DRC customs, import/export procedures, and logistics regulations affecting procurement and supply chain operations.
Minimum Qualifications: