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Procurement & Operations Manager

JOB SUMMARY

Company Confidential
Industry NGO/IGO/INGO
Category Operations
Location Tamale
Job Status Fixed term (R...
Salary GHS
Education Bachelor̵...
Experience 3 years
Job Expires Nov 16, 2020
Contact ...
 

Job Description

iDE Ghana, an international Non-Governmental Organization (NGO) in the Agriculture and Water, Sanitation and Hygiene (WASH) sectors is recruiting a Procurement and Operations Manager.

  • DEPARTMENT: Operations
  • REPORTS TO: Operations Director
  • JOB LOCATION: Tamale
  • DURATION OF CONTRACT: 1 year subjected to renewal
  • BASIC SALARY: GHS 60,000 - GHS 80,000 (Per Annum)

GENERAL DEFINITION OF JOB ROLE

The Procurement & Operations Manager plays a key role supporting the Operations Director and is responsible for effective & efficient procurement & operational systems, processes & policies in support of organization objectives & program implementation – specifically by ensuring adherence to procurement guidelines, information flow to programs team, and coordination of the operations team activities.

REPORTING RELATIONSHIP

  • The Procurement & Operations Manager reports directly to the Operations Director, and work in collaboration with Senior Accountant and other managers within the various program units
  • Provide direct supervision and coaching to the Facility Manager/Receptionist, Operations Intern, Drivers, Security Personnel and Cleaners.

KEY FUNCTIONS AND RESPONSIBILITIES

Procurement Responsibilities:

  • Lead the process for program and operational procurements from solicitation to final delivery of goods and services, including submission of final payment request to Finance for processing.
  • Track operational and programmatic procurement requests. Ensure all requests are logged, acknowledged, and acted upon timely using a procurement tracker.
  • Provide periodic feedback to the requesting teams through weekly procurement tracker to monitor status of procurement actions.
  • Draft negotiation memos, justification/selection memos and other procurement documentation for approval where applicable and ensure this is on file.
  • Conduct regular updates of the vendor database, with the aim of promoting a more transparent and competitive procurement process.
  • Liaise with the other units to obtain necessary approvals, signatures, documentation for procurement and process payment request
  • Prepare relevant iDE/donor procurement documentations in line with threshold amount and ensuring approval prior to engagement with vendors to provide quotations.

Operations Responsibilities:

  • Drive initiatives in the Operations team that contribute to long-term operational excellence.
  • Build strong relationship by addressing staff/vendor issues and complaints in a timely manner.
  • Maintain accurate and clear documentation for operational procedures and activities.
  • Maintain and coordinate up-to-date inventory list on Monthly basis for all iDE Ghana offices.
  • Plan & Coordinate regular meetings with Operations & Finance team to discuss about issues, concerns, updates that affect daily operation of the organization.
  • Work with the Finance team to Support operational risk and audit process for the purpose of preventive maintenance.
  • Oversee facilities services, maintenance activities and repairs in Tamale and Regional offices
  • Coordinate Vehicle Management, including:
    • Supervising the maintenance, upkeep, and servicing of Vehicles
    • Coordinating Drivers travel and schedule of daily activities via the Operations Coordinator.
  • Perform other responsibility that may be required.

Required Skills or Experience

Qualifications & Skills

  • Minimum educational/professional qualification – Bachelor’s degrees in Business Administration, Purchasing and Supplies, Procurement Management, and Accountancy/Finance.
  • Preferred years of experience – 3 - 6 years relevant experience in operations and procurement processes.
  • Proven experience in NGO background with adequate knowledge on GAC, DFID, USAID, and other donor agencies procurement process and policies.
  • Proven track records on integrity and displaced of such in every procurement process with clear avoidance of conflict of interest.
  • Must be a thorough and detailed oriented person with special skills in due diligence processes
  • Strong interpersonal skills and ability to communicate effectively with relevant stakeholders.
  • Excellent writing skills.
  • Organized, flexible, and hardworking,
  • Teamwork and problem-solving.
  • Proficiency in MS Office suite; experience with G Suite preferred.
  • Collaborative and thrives in a team environment
  • Excited by and open to new ideas and new ways of doing thing.
  • Demonstrated ethical behaviour in all areas of responsibility.
  • Cooperative and supportive attitude and behaviour.
  • Willingness to take on additional areas of responsibility relevant to the role.
  • A high level of commitment to organization values and objectives.

How To Apply

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