Planned Parenthood Association of Ghana Job Vacancy For Administrative & Procurement Manager

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Job Description

The Planned Parenthood Association of Ghana (PPAG) is a voluntary, not for profit organization that undertakes advocacy and service delivery in Sexual and Reproductive Health and Rights (SRHR) in Ghana. PPAG is an NGO and a member of the International Planned Parenthood Federation (IPPF) governed by respectable volunteers. The governing body formulate policies which are implemented by staff. PPAG, a leading provider of information and services, hereby invites result-oriented and committed persons to apply for the following vacant positions to be filled in the Association.The Planned Parenthood Association of Ghana (PPAG) is a voluntary, not for profit organization that undertakes advocacy and service delivery in Sexual and Reproductive Health and Rights (SRHR) in Ghana. PPAG is an NGO and a member of the International Planned Parenthood Federation (IPPF) governed by respectable volunteers. The governing body formulate policies which are implemented by staff. PPAG, a leading provider of information and services, hereby invites result-oriented and committed persons to apply for the following vacant positions to be filled in the Association.

                                   POSITION: ADMIN AND PROCUREMENT MANAGER

DUTIES AND RESPONSIBILITIES:

• Strategizing to find cost-effective deals and suppliers.
• Discover the best ways to cut procurement expenses, so that the company can invest in growth and people.
• Responsible for the insurance of all properties belonging to the Association
• Ensure the documentation of all mobile and immobile properties
• Ensure the documentation and management of all rented property
• Serve on the development committee in the development of the Association’s project
• Responsible for the planning and the coordinating of all office services, ie. Security, cleaning, repairs and maintenance, utility services(water, electricity, telephone)
• Supervises the work of the administration team, e.g secretariat
• Responsible for the management of the Transport section.
• Proper documentation of all vehicles including motor bikes.
• Maintenance schedule for all vehicles.
• Supervises activities of drivers and vehicles scheduling
• Responsible for the procurement of all office stationary. Collates all reports from purchases and ensures that they are made at the right time
• Support IT officer for the management of the Association’s equipment and logistics related to contraceptives
• Devise and use fruitful sourcing strategies
• Discover profitable suppliers and initiate business and organization partnerships
• Negotiate with external vendors to secure advantageous terms
• Approve the ordering of necessary goods and services
• Finalize purchase details of orders and deliveries
• Examine and test existing contracts
• Track and report key functional metrics to reduce expenses and improve effectiveness
• Collaborate with key persons to ensure clarity of the specifications and expectations of the company
• Foresee alterations in the comparative negotiating ability of suppliers and clients
• Expect unfavourable events through analysis of data and prepare control strategies
• Perform risk management for supply contracts and agreements
• Control spend and build a culture of long-term saving on procurement costs
• Set, track, and maintain budget
• Research skills to discover profitable suppliers; work with vendors to secure advantageous terms
• Initiate business and cultivate partnerships with suppliers
• Oversee supply needs; approve the ordering of necessary goods and services
• Manage workflow from initiation to completion (of both purchased orders and deliveries)
• Thoroughly examine and test existing contracts
• Accurately track and report key functional metrics
• Collaborate with key persons to ensure clear communication of the specifications and expectations of the company
• Foresee trends and predict alterations in the negotiating ability of suppliers and clients
• Anticipating unfavourable events through data analysis; prepare control strategies
• Prepare risk management for supply contracts and agreements
• Assist in planning commodity requirements and monitoring commodity inventory levels
• Assist in store management activities and report on stores issues.
• Cross-checks all goods received and issued out of the stores as per Way Bills
• Keeps copies of Way Bills of goods going out
• Ensures that copies of Way Bills issued out to the person receiving the goods and the store keeper are well signed with a stamp
• Checks the consignment of all in-coming goods
• Confirm goods coming in byduly signing and stamping Goods Received Note
• Keeps a copy of the Goods Received Note

Performs any other duties assigned by the immediate supervisor

Required Skills or Experience

• BSc degree in supply chain management, logistics or business administration
• Proven working experience as a procurement manager, procurement officer or head of procurement
• Knowledge of sourcing and procurement techniques as well as a dexterity in “reading” the market
• Talent in negotiations and networking
• Good knowledge of supplier or third party management software
• Aptitude in decision-making and working with numbers
• Experience in collecting and analyzing data