Expertise France Purchasing/Procurement Jobs in Accra
1. Patiently scroll down and read the job description below.
2. Scroll down and find how to apply or mode of application for this job after the job description.
3. Carefully follow the instructions on how to apply.
4. Always apply for a job by attaching CV with a Cover Letter / Application Letter.
Expertise France is the French interministerial agency for international technical cooperation, and a subsidiary of the Agence Française de Développement (AFD) group. The second largest European agency, Expertise France designs and implements projects that sustainably strengthen public policies in developing and emerging countries. It operates in key development fields such as governance, health, education and the environment, and works alongside its partners to help achieve the Sustainable Development Goals (SDGs).
The EU has entrusted Expertise France with the design and implementation of the “Sustainable Cities – Phase 1” project. The action proposed by Expertise France will address the need for capacity building and data collection of the Ministry of Local Government, Decentralisation and Rural Development (MLGDRD); at decentralised level, the action will target selected Regional Capitals - Wa, Damongo, Nalerigu, Bolgatanga, Tamale – and the secondary city of Yendi.
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In order to achieve these objectives, Expertise France will pursue the following actions:
- Encourage coordination mechanisms between local and national authorities : strengthening capacities, urban observatory, include climate change and inclusivity issues in the urban policies, peer-to-peer dialogues…;
- Structurally improve urban governance by strengthening the capacity of central and local governments to coordinate, design and implement urban policies, planning and regulation Enhancing and building the technical capacities of local authorities and promoting participatory approach
- Supporting local authorities in the planning and implementation to improve water,sanitation and waste management services in the 6 beneficiary MMAs.
Job Description
Admin Procurement Assistant
Project “Sustainable Cities – Phase 1”
- Field Office Location: Accra, Ghana
- Duration: 12 months (renewable) Provisional
- Start Date: April 1st, 2025
- Deadline: March 7th, 2025
Project Description And Objectives
With a total population of 30.4 million people in 2019 and more than 55% living in cities, Ghana has a dense network of urban areas mostly concentrated along the Atlantic coast and in the Ashanti Region. The country is halfway through urbanisation,and has benefited from an urban economic network more advanced than other countries in West Africa.
While the first period of urbanisation has generated job creation and opportunities, improved living conditions and reduced poverty for many Ghanaians, the country now faces the challenges of economic efficiency and social inclusion within its urban areas. In addition, unplanned spatial expansion of urban and metropolitan areas and their limited connectivity within and across Ghana’s cities is a challenge, increasing social and environmental costs, unequal access to basic services, health risks and ecological damages.
To address these challenges, an integrated programme is proposed to meet demands in infrastructures and services by working both on the institutional and legislative framework at central level and on urban growth at the local level.
The Sustainable Cities – Phase 1 project is part of the EUGhana Partnership for Sustainable cities. Funded by the European Union and implemented by Expertise France through the Ministry of Local Government, Decentralisation and Local Development (MLGDRD), the objective of the project is to enhance urban prosperity by supporting the development of sustainable and inclusive cities.
More specifically, the project aims to support six Metropolitan and Municipal Assemblies (MMAs) viz Tamale Metropolitan, Wa, Bolgatanga, Yendi, West Gonja and East Mamprusi Municipal Assemblies to advance sustainable urban development and address the specific challenges faced by cities in terms of spatial growth and climate change. The project also seeks to enhance urban governance and implementation of inclusive planning policies, increase accessibility of urban services, and impulse green economic development and employment opportunities.
The project implementation started on March 1, 2024, and will be implemented over a span of 58 months (March 2024 to December 2028).
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Tasks and Responsibilities
Working as part of the project team based in Accra, and under the supervision of the Administrative and Finance Manager (AFM), the Admin Procurement Assistant will be responsible for assisting with the handling of administrative, HR and procurement related management of the Sustainable Cities – Phase 1 project. He/she supports the AFM in the proper application of administrative, HR and procurement procedures within his/her scope.
Support the administrative, HR and procurement management
- Maintaining local staff records and ensuring compliance with Ghanaian labor laws
- Support the AFM in ensuring that project procedures and operations comply with the Expertise France, EU rules and project implementation framework (management of tax exemptions and payments, customs clearance of goods)
- Respond to procurement/logistics requests related to supplies and materials for project activities
- Maintain comprehensive procurement files, including solicitations, proposals, evaluations, award documents, official contracts and correspondence on all procurements, following EF policies and local law
- Support in building and maintaining an upto date tender, contractual and other legal commitments database
- Support the AMF in the administrative management of procurement and consultancy contracts: propose contract drafts, monitor contract execution and invoicing.
- Assist with the management of procurement contracts and reports
- Support the AFM in managing local portage contracts and payroll
- Support the AFM with the administrative functions of the project,team travel and expert missions (purchase of tickets, vehicle rental, mission orders, calculation of allowances, requests for long/permanent visas) in liaison with the logistics and security officer.
- Tags assets upon receipt of the fixed assets purchased and before deploying the assets in a fixed asset register. Support yearly fixed asset inventory
- Arrange and file contractual documents for all procurementrelated activities
- Facilitate the processing of work/resident permits for experts
- Provide technical support for document creation, photocopying, printing, and faxing for the project team
- Followup of the management and the use of project vehicles (maintenance, fuel consumption, vehicle logs, organisation, etc.).
- Petty cash management under the direct supervision of the Admin and Finance Manager
- Performs any other duties as assigned by the Administration and Finance Manager, or the senior management team
HR and Administrative Functions
- Facilitates inperson and remote meetings
- Arrange scheduled visits to the field office
- Maintain, update, and disseminate the internal directory and make it available on the common site
- Compile and update employee records on WIMI
- Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc)
- Circulate information on any special events concerning the team and office organization
- Collect and Process Time sheet for approval and dissemination to wage portage company
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Required Skills or Experience
Qualifications and Skills
- Minimum Bachelor’s degree in management/commerce, Logistics, or equivalent,
- Perfect understanding of public procurement procedures;
- Experience on projects funded by external partners would be an asset
- Basic knowledge in IT management
- Ability to work independently, flexibility and organization, responsiveness;
- Computer literate- Microsoft Word, Excel, and Outlook abilities are required
- Excellent interpersonal communication and organizational skills
- Ability to prioritize and accomplish multiple duties and tasks.
- Attention to detail and high level of accuracy
- Must be knowledgeable in recording and preparing accurate minutes of meetings
Professional Experience
- At least three (3) years of experience in NGOs or international institutions in the field of management, secretarial, and administrative assistance
- At least 3 years of work experience
1. Patiently scroll down and read the job description below.
2. Scroll down and find how to apply or mode of application for this job after the job description.
3. Carefully follow the instructions on how to apply.
4. Always apply for a job by attaching CV with a Cover Letter / Application Letter.
Expertise France is the French interministerial agency for international technical cooperation, and a subsidiary of the Agence Française de Développement (AFD) group. The second largest European agency, Expertise France designs and implements projects that sustainably strengthen public policies in developing and emerging countries. It operates in key development fields such as governance, health, education and the environment, and works alongside its partners to help achieve the Sustainable Development Goals (SDGs).
The EU has entrusted Expertise France with the design and implementation of the “Sustainable Cities – Phase 1” project. The action proposed by Expertise France will address the need for capacity building and data collection of the Ministry of Local Government, Decentralisation and Rural Development (MLGDRD); at decentralised level, the action will target selected Regional Capitals - Wa, Damongo, Nalerigu, Bolgatanga, Tamale – and the secondary city of Yendi.
ADVERTISEMENT - CONTINUE READING BELOW
In order to achieve these objectives, Expertise France will pursue the following actions:
- Encourage coordination mechanisms between local and national authorities : strengthening capacities, urban observatory, include climate change and inclusivity issues in the urban policies, peer-to-peer dialogues…;
- Structurally improve urban governance by strengthening the capacity of central and local governments to coordinate, design and implement urban policies, planning and regulation Enhancing and building the technical capacities of local authorities and promoting participatory approach
- Supporting local authorities in the planning and implementation to improve water,sanitation and waste management services in the 6 beneficiary MMAs.
Job Description
Admin Procurement Assistant
Project “Sustainable Cities – Phase 1”
- Field Office Location: Accra, Ghana
- Duration: 12 months (renewable) Provisional
- Start Date: April 1st, 2025
- Deadline: March 7th, 2025
Project Description And Objectives
With a total population of 30.4 million people in 2019 and more than 55% living in cities, Ghana has a dense network of urban areas mostly concentrated along the Atlantic coast and in the Ashanti Region. The country is halfway through urbanisation,and has benefited from an urban economic network more advanced than other countries in West Africa.
While the first period of urbanisation has generated job creation and opportunities, improved living conditions and reduced poverty for many Ghanaians, the country now faces the challenges of economic efficiency and social inclusion within its urban areas. In addition, unplanned spatial expansion of urban and metropolitan areas and their limited connectivity within and across Ghana’s cities is a challenge, increasing social and environmental costs, unequal access to basic services, health risks and ecological damages.
To address these challenges, an integrated programme is proposed to meet demands in infrastructures and services by working both on the institutional and legislative framework at central level and on urban growth at the local level.
The Sustainable Cities – Phase 1 project is part of the EUGhana Partnership for Sustainable cities. Funded by the European Union and implemented by Expertise France through the Ministry of Local Government, Decentralisation and Local Development (MLGDRD), the objective of the project is to enhance urban prosperity by supporting the development of sustainable and inclusive cities.
More specifically, the project aims to support six Metropolitan and Municipal Assemblies (MMAs) viz Tamale Metropolitan, Wa, Bolgatanga, Yendi, West Gonja and East Mamprusi Municipal Assemblies to advance sustainable urban development and address the specific challenges faced by cities in terms of spatial growth and climate change. The project also seeks to enhance urban governance and implementation of inclusive planning policies, increase accessibility of urban services, and impulse green economic development and employment opportunities.
The project implementation started on March 1, 2024, and will be implemented over a span of 58 months (March 2024 to December 2028).
ADVERTISEMENT - CONTINUE READING BELOW
Tasks and Responsibilities
Working as part of the project team based in Accra, and under the supervision of the Administrative and Finance Manager (AFM), the Admin Procurement Assistant will be responsible for assisting with the handling of administrative, HR and procurement related management of the Sustainable Cities – Phase 1 project. He/she supports the AFM in the proper application of administrative, HR and procurement procedures within his/her scope.
Support the administrative, HR and procurement management
- Maintaining local staff records and ensuring compliance with Ghanaian labor laws
- Support the AFM in ensuring that project procedures and operations comply with the Expertise France, EU rules and project implementation framework (management of tax exemptions and payments, customs clearance of goods)
- Respond to procurement/logistics requests related to supplies and materials for project activities
- Maintain comprehensive procurement files, including solicitations, proposals, evaluations, award documents, official contracts and correspondence on all procurements, following EF policies and local law
- Support in building and maintaining an upto date tender, contractual and other legal commitments database
- Support the AMF in the administrative management of procurement and consultancy contracts: propose contract drafts, monitor contract execution and invoicing.
- Assist with the management of procurement contracts and reports
- Support the AFM in managing local portage contracts and payroll
- Support the AFM with the administrative functions of the project,team travel and expert missions (purchase of tickets, vehicle rental, mission orders, calculation of allowances, requests for long/permanent visas) in liaison with the logistics and security officer.
- Tags assets upon receipt of the fixed assets purchased and before deploying the assets in a fixed asset register. Support yearly fixed asset inventory
- Arrange and file contractual documents for all procurementrelated activities
- Facilitate the processing of work/resident permits for experts
- Provide technical support for document creation, photocopying, printing, and faxing for the project team
- Followup of the management and the use of project vehicles (maintenance, fuel consumption, vehicle logs, organisation, etc.).
- Petty cash management under the direct supervision of the Admin and Finance Manager
- Performs any other duties as assigned by the Administration and Finance Manager, or the senior management team
HR and Administrative Functions
- Facilitates inperson and remote meetings
- Arrange scheduled visits to the field office
- Maintain, update, and disseminate the internal directory and make it available on the common site
- Compile and update employee records on WIMI
- Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc)
- Circulate information on any special events concerning the team and office organization
- Collect and Process Time sheet for approval and dissemination to wage portage company
ADVERTISEMENT - CONTINUE READING BELOW
Required Skills or Experience
Qualifications and Skills
- Minimum Bachelor’s degree in management/commerce, Logistics, or equivalent,
- Perfect understanding of public procurement procedures;
- Experience on projects funded by external partners would be an asset
- Basic knowledge in IT management
- Ability to work independently, flexibility and organization, responsiveness;
- Computer literate- Microsoft Word, Excel, and Outlook abilities are required
- Excellent interpersonal communication and organizational skills
- Ability to prioritize and accomplish multiple duties and tasks.
- Attention to detail and high level of accuracy
- Must be knowledgeable in recording and preparing accurate minutes of meetings
Professional Experience
- At least three (3) years of experience in NGOs or international institutions in the field of management, secretarial, and administrative assistance
- At least 3 years of work experience
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