Procurement Manager - Total Family Health Organisation

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 the implementation of innovative evidence-based interventions that increase 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, Newborn, and Child Health (RMNCH), communicable and non-communicable 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 SUMMARY

Responsible for planning and implementing all procurement policies, procedures, and processes. Ensure effective negotiation with suppliers and vendors to acquire the most cost-effective deals and reduce procurement expenses while achieving organizational objectives

RESPONSIBILITIES

Leadership

• Supervise and provide clear direction to the procurement team.
• Align team members around the company mission, values, and shared objectives and provide coaching and mentoring to achieve key performance targets.

Procurement Management

• Lead in the implementation of Procurement strategies and initiatives aligned with the overall business strategy.
• Lead transformational activities to build the procurement unit and improve procurement efficiency
• Prepare monthly procurement reports for management.
• Oversee the effective implementation of the procurement processes for Goods, works and consultant services.
• Supervise the execution of all Contract and Service Level Agreements of TFHO.
• Lead the negotiation of contracts to get the best value for money.
• Lead and manage the “Procure to Pay” cycle for procurement activities.
• Manage Procurement Information to ensure accurate and timely availability of information to enhance management decision-making.
• Lead in the provision of technical advice on procurement activities and engage in policy dialogue to strengthen procurement systems within TFHO.
• Manage the evaluation of spending operations while seeking ways to improve and enhance the quality of Goods, Works and services procured within favourable timelines.
• Ensure contract terms and conditions are favourable.
• Ensure full compliance with donor procurement rules and regulations and TFHO procurement policies and procedures
• Ensure transparent and competitive procurements are conducted and properly documented as required including drafting and issuing RFQ, RFP, RFI, and Tenders, developing evaluation bid criteria and guiding the procurement committee on the processes.
• Ensure the maintenance of procurement files including relevant documentation and vendor database
• Effectively and efficiently facilitate the logistical arrangement on imported goods.
• Ensure decisions made by the procurement committee are effectively and efficiently carried out by the procurement team.
• Build and maintain long-term relationships with suppliers, vendors, and service providers and ensure all complaints and concerns are addressed promptly.

Other Responsibilities

• Any other official responsibilities as may be assigned to you.

QUALIFICATION AND EXPERIENCE

• Bachelor’s degree in Procurement and Supply Chain Management
• A certified Procurement Professional will be an added advantage
• Minimum 8 years of hands-on experience in Procurement and Supply Chain Management with a proven record of negotiations and supplier management.
• Experience in both NGO and donor-funded settings.
• Experience with Ghana's Public Procurement laws and Regulations.

KNOWLEDGE:

• Strong knowledge of contemporary trends in Procurement and Logistics Management.
• Working knowledge of procurement regulations, including FAR and AIDAR
• Knowledge of USAID procedures and regulations
• Knowledge of Procurement Software: Familiarity with procurement systems and software, especially Microsoft Dynamics NAV will be an added advantage.
• Working knowledge of TFHO policies, procedures, and practices

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 delegate them when appropriate
• Excellent Leadership and People Management – align the team around shared objectives; inspire, motivate and coach to achieve results
• 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 –Ability to analyse and resolve issues in the procurement process quickly and effectively.
• Analytical and Problem-solving skills – the role requires strong conceptual and problem-solving skills and taking strategic actions that reduce risks and costs to the organisation
• Microsoft 365 Suite (Word, Excel, Outlook, Planner, PowerPoint, Teams, OneDrive & SharePoint)
• Excellent Interpersonal Relationships – the role requires building and maintaining relationships across all levels
• Information Gathering & Monitoring – role requires information gathering on pricing, product and vendor availability to make informed decisions
• Adaptability – the ability to anticipate and respond swiftly to changing dynamics within the local and international setting
• Project Management: Proficiency in managing projects to ensure timely procurement activities.
• Financial Acumen: Understanding of budgeting and financial analysis as it pertains to procurement.

BEHAVIOUR:

Ability to live 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
• Must be a person of high integrity
• Must exhibit a high sense of professionalism and confidentiality
• Must be a proactive and results-oriented person
• Must be self-driven and be able to work under little or no supervision at all