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ASSISTANT PROCUREMENT OFFICER

JOB SUMMARY

Company Total Family ...
Industry NGO/IGO/INGO
Category Procurement
Location Accra
Job Status Fixed Term
Salary GHc36,378.00 ...
Education Bachelor̵...
Experience 4 years
Job Expires Feb 12, 2023
Contact ASSOCIATE HR ...
 

Company Profile

Total Family Health Organisation (TFHO) is an indigenous Ghanaian social marketing organization duly registered in accordance with the laws of Ghana on February 1, 2017. We work to improve the health of people living in Ghana primarily through implementation of innovative evidence-based interventions that increases access to and utilization of health products and services in a measurable and impactful way. Our key intervention areas include Family Planning and Reproductive Health, Maternal, New-born, and Child Health (RMNCH), communicable and noncommunicable diseases, Water Sanitation and Hygiene (WASH), nutrition, and malaria. We utilize our deep insight and skills in Social and Behaviour Change Communication (SBCC) and social marketing to promote positive social and behavior change among individuals and communities.

Our Mission
Our mission is to be a truly Ghanaian Organisation that works to improve the health of people primarily through the social marketing of health products and serve as well as health communications in a measurable and impactful way.

Job Description

JOB SUMMARY

The Assistant Procurement Officer provides full administrative support to the Senior Procurement and Logistics Officer in the planning and implementation of all procurement policies, procedures, and processes. Support to strategize and negotiate with suppliers and vendors to acquire the most cost-effective deals, achieve value for money and reduce procurement expenses while achieving organizational objectives.

JOB SPECIFICATION

  • Support in the development and implementation of procurement strategies and initiatives aligned with the overall business strategy.
  • Support the preparation of the quarterly procurement plan
  • Manages all Contract and Service Level Agreements of TFHO with SPLO.
  • Lead the negotiation of contracts to get the best value for money.
  • Ensure full compliance with donor procurement rules and regulations and TFHO procurement policies and procedures.
  • Maintain procurement files including relevant documentation and vendor database.
  • Build and maintain long-term relationships with suppliers, vendors, and service providers and ensure all complaints and concerns are addressed.
  • Screen and catalogue Requisition Forms and Item Receipts.
  • Assists with sourcing and processing quotations from vendors.
  • Facilitate bid evaluations.
  • Scan all necessary documents for input into the accounting system
  • Establish and maintain relationships between vendors and TFHO.
  • Assist in vendor performance management.
  • Assist in the coordination of Procurement Committee meetings and act as the Secretary in the absence of the SPLO.
  • Review and update vendor/contract database.
  • Support other departments to determine procurement needs, including consultant services.
  • Prepare and monitor purchase orders and contracts.
  • Ensure that all procured products meet appropriate quality standards.
  • Be responsible for “Procure to Pay” cycle for procurement activity.
  • Provide excellent customer service to all stakeholders

Required Skills or Experience

EXPERIENCE AND QUALIFICATION

  • Bachelor’s Degree in Procurement and Supply Chain Management, Finance, Business Administration, Management, Logistics Management, or a Diploma level in CIPS is an advantage
  • Minimum of 2-4 years progressive and verifiable experience performing procurement functions.

KNOWLEDGE

  • Strong knowledge of contemporary trends in Procurement and Logistics Management.
  • Strong knowledge of donor procurement rules and regulations
  • Knowledge in Project Management will be desirable.
  • Working knowledge of procurement regulations, including Federal Acquisition Regulation (FAR) and USAID Acquisition Regulation (AIDAR)
  • Knowledge of USAID procedures and regulations

SKILLS

  • Communication – Ability to effectively communicate with other staff members and act as a representative of TFHO to the public.
  • Organization & Time Management – Ability to prioritize tasks and to meet deadlines.
  • Attention to Detail — role requires being careful about detail and thorough in completing tasks.
  • Negotiation - ability to negotiate with vendors to get value for the organization.
  • Problem-Solving – demonstrated ability to analyze and find solutions in complex situations.
  • Analytical and Problem Solving – the role requires strong conceptual and problem-solving skills and taking strategic actions that reduce risks and costs to the organization.
  • Microsoft 365 Suite (Word, Excel, Outlook, Planner, PowerPoint, Teams, OneDrive & SharePoint)
  • Excellent Interpersonal Relationships – the role requires building and maintaining healthy relationships across all levels.
  • Information Gathering & Monitoring – the role requires information gathering on pricing, product, and vendor availability to make informed decisions. 
  • Adaptability – ability to anticipate and respond swiftly to changing dynamics within the local and international setting.
  • Analytical and Problem Solving – role requires analysing numbers and taking strategic actions that reduce risks and costs and drives employee value.

BEHAVIOUR

  • Ability to leave TFHO values of:
    • Shared Vision.
    • Consumer and Customer Focused – both internal and external.
    •  Originality.
    • Local but International in Character.
    • Results and a strong focus on measurement.  
    • Speed and efficiency, with a predisposition to action and an aversion to bureaucracy.   
  • Ability to gain working knowledge of TFHO policies, procedures, and practices.
  • Ability to act as a representative of TFHO to the public.

How To Apply

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