Vacancy: Senior Procurement And Logistics Officer

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 partner with government, private sector, and civil society is 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: Reproductive (including family planning and HIV), Maternal, Newborn, and Child Health (RMNCH), communicable and non-communicable diseases, Water Sanitation and Hygiene (WASH), nutrition, and malaria. Social and Behavioral Change Communication (SBCC) and social marketing remains our unique expertise. We utilize our deep insight and skills in SBCC and social marketing to promote positive social and behavior change among individuals and communities using strategies that address the interests of the people we are trying to reach, the obstacles to change and the many forces that influence behavior and choice.   

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 services as well as health communications in a measurable and impactful way

Job Description

• Band: Senior Officer


• Department: Finance & Operations


• Status: Fixed Term


• Reports To: Director, Finance & Operations 

• Board of Directors


• Other INGO/NGO’s


• Service providers (suppliers and vendors)


• Government & Private institutions

• Develop and implement procurement strategies and initiatives aligned with the overall business strategy.


• Implement procurement strategies that are innovative and cost effective.


• Implement transformational activities to build the procurement unit and improve procurement efficiency.


• Prepare monthly procurement report for management.


• Lead the procurement processes for Goods, works and consultant services.


• Prepare and deliver capacity building/training activities both within the department as well as to other departments and field offices.


• Manages all Contract and Service Level Agreements of TFHO


• Lead the negotiation of contracts to get best value for money.


• 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.


• Work closely with Company’s legal retainer Consultant to make sure contract terms and conditions are favourable.


• Ensure full compliance with donor procurement rules and regulations and TFHO procurement policies and procedures.


• Manage all international Procurements.


• Ensure transparent and competitive procurements are conducted and properly documented as required including drafting and issuing RFQ, RFP, RFI, Tenders, developing evaluation bid criteria and guiding procurement committee on the processes.


• Maintain procurement files including relevant documentations and vendor database.


• Effectively and efficiently facilitate the logistical arrangement on imported goods.


• Act as the Secretary to the Procurement Committee


• 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 addressed.

Required Skills or Experience

• Minimum of a bachelor’s degree in procurement management, Supply Chain Management or relevant field is required. A Master’s degree will be an added advantage.  


• A certified Procurement Professional will be added advantage.


• Minimum of five (5) years of hands-on experience in Procurement and Supply Chain Management. 


• Experience in both NGO and donor funded setting especially USAID Procurement rules and regulations.


• Experience with Ghana Public Procurement laws and Regulations


• Experience with budgeting and cost analysis

• 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

• 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.


• Excellent Leadership and People Management – align 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 – demonstrated ability to analyse and find solutions in complex situations.


• Analytical and Problem Solving – 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 – role requires building and maintaining healthy relationships across all levels. 


• Information Gathering & Monitoring – 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. 

BEHAVIOUR:

• Ability to live TFHO values of:
  
  
  
  1. Shared Vision.
  
  
  2. Consumer and Customer Focused – both internal and external.
  
  
  3. Originality.
  
  
  4. Local but International in Character. 
  
  
  5. Results and a strong focus on measurement.   
  
  
  6. 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.


• Fluency in English required