Procurement and Grants Coordinator - Plan International Ghana

Plan International Ghana is looking for a Procurement and Grants Coordinator to effectively work with a team of professionals and deliver high quality programming and results for a project titled “Women’s Innovation for Sustainable Enterprises (WISE)”.

The WISE Project seeks to leverage the enormous potential and agency of Ghanaian women entrepreneurs aged 19 to 55 years in rural and peri-urban areas by employing both demand- and supply-side interventions to contribute to increased realization of rights to economic empowerment, well-being and inclusive economic growth in 3 districts in Bono and Ahafo regions (Sunyani Municipal, Tano North and Techiman Municipal) and 2 districts in Northern region (Kumbungu and Tolon). The project will start in February 2020, has a duration of 4 years, and a budget of over 5.5 million EUR.

Dimension of Role:

Participates in the preparation of grants-related project budget and its subsequent modifications to ensure it meets Plan and donor requirements.

Provide support towards a budgetary control system to monitor grant budget vs. expenditure, and advises Project Accountant on variances and corrective actions required to be taken

Supports Grants Reporting to ensure they meet donor requirements

One Front Desk Assistant, 2 Drivers, and 1 Janitors report to the role

The post-holder will be based in Tamale but travel to project districts where the WISE project operates for approximately 30% of her/his time.

Typical Responsibilities:

• Procurement and Logistic support functions:
• Process purchase and supply of goods and materials for WISE project as per the Plan International Operational Manuel (OPM),  local procedures and policies to ensure value for money is obtained at all times
• Assist in the preparation and processing of bidding documents for public tender offers to ensure a fair and transparent process for securing the services of consultants and contractors
• Ensure the effective allocation, utilization and management of vehicles for Plan’s activities as per FOB, local policy and local procedures with low incidence of
• vehicular accidents and reduced cost of repairs and maintenance.
• Ensure the adequate supply of utilities and maintenance of office equipment and machinery for the smooth flow of work in the office with minimum disruption of work outflow

• Ensure the effective management of stores to ensure the effective implementation of program activities with no reports or incidents on mismanagement of stores
• Review, update and maintain the Fixed Assets Register for the PU to keep and track all assets with no reports of loss of assets
• Ensure the office & its environment are well kept and maintained to facilitate the smooth flow of office work without any adverse disruptions
• Ensure Plan’s offices and staff are insured to safeguard life and property at all times to ensure that staff work effectively without any fear of non-protection
• Ensure Fixtures, fittings & utilities for expatriate staff are provided to ensure that they are well-settled for work without complaints about their living conditions
• Perform any other duties that may be assigned from time to time to support the attainment of organizational goals

Grants Reporting:

• Supports Grants Reporting to ensure they meet donor requirements and produce no negative/adverse feedback. To do this, the role will:
• Develop, update and maintain a schedule for grants reporting detailing the donor, reporting requirements, type of reports, deadlines.
• Review reports due donors and ensure that reports meet donor reporting requirements as per Funding Agreement Document Funding Bundle Agreement
• Document (FAD) and other documented agreements and recommend actions to Project Accountant.
• Facilitate timely follow ups on donor deadlines and ensure that all donor queries are adequately addressed.

Grants Administration and Management

Perform grants related routine maintenance in SAP.

Assist in the preparation of regular cash flow forecasts/funding requirements for donor-specific bank accounts to ensure availability of cash for projects.

Assist Project Accountant in ensuring that grant transaction reports as per GL Smartlist match expenditures reported on the Grants Tracking System (GTS) and discrepancies corrected on a timely basis.

Prepares audit action lists for grant audits and follows up on its implementation.  Presents regular updates on grant audit action lists.

Assist in review of Partner liquidations and financial reports before further funds are advanced.

Assist the review standard report template for Plan’s partners to ensure consistency in reporting.

Fulfills Plan’s Child Protection and Safe guarding Policy at all times to protect children from all forms of abuse

Capacity Building

• Assist in the facilitation of capacity enhancement of staff and partners on grant policies, grants development and management through mentoring and training.
• Supports staff with the required capacity to perform grants related routine maintenance in SAP

Dealing with problems:

• Analyses procurement and grants issues for decision making and refer to a higher manager for approval
• Understands procurement and logistics requirements as per the operating manual and other policies and procedures and provides required support to WISE project staff
• Exhibit a good sense of judgment and responsibility in the performance of duties
• Refers all final decision making to a senior manager
• Analyses issues for decision making to strengthen and support delivery of Grants activities that meet organizational requirements and refers to Supervisor for approval.
• Works with minimum supervision

Communications and Working Relationships:

• Keeps and maintain a high contact with contractors, service providers and suppliers for the provision of goods, material, equipments, utilities repairs and maintenance that would ensure Plan receives value for money.
• Maintains a high contact with all project staff to receive and process requests for administrative services
• Maintains medium contact with other staff from the Program Unit and country office to offer support for implementation of the WISE related activities

Knowledge, Skills, Behaviours, and Experience Required to Achieve Role’s Objectives:

Qualification and Experience

• Bachelor’s Degree in Procurement and Logistics, Business in Administration,  Accounting and ICA Ghana Part 2 or ACCA Foundation (Level 2) or equivalent
• At least 3-4 years working experience in a similar position. 
• Proficient in the use of Microsoft Office packages (Word, Excel, Internet Software and Power Point).

Knowledge

• Fair knowledge in grants
• Fair knowledge of project planning, management, supervision, monitoring and evaluation tools
• Understanding of International Donor requirements.

Skills

• Strong training and presentation skills
• Communication Skills (both oral and written skills)Ability to build internal and external networks
• Strong team building skills
• Critical thinking and analytical skills
• Ability to deliver to tight deadlines
• Good coordination skills
• Good Judgment and negotiation skills