Latest Job Vacancy at Total Family Health Organisation (TFHO)

Here is the latest job vacancy at Total Family Health Organisation (TFHO). The indigenous Ghanaian social marketing organization is seeking Procurement Assistant.

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 work 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 Family Planning and Reproductive Health, Maternal, New-born, and Child Health (RMNCH), communicable and noncommunicable 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.

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Job Description

JOB SUMMARY

The Procurement Assistant provides full administrative support to the Procurement Manager in the planning and implementation of all procurement policies, procedures, and processes. 

JOB SPECIFICATION

• Support in the development and implementation of procurement strategies and initiatives aligned with the overall business strategy.
• Support in the Implementation of procurement strategies that are innovative and cost-effective.
• Support the preparation of a monthly procurement report for management.
• Lead the procurement processes for goods, works, and consultant services.
• Manages all Contract and Service Level Agreements of TFHO.
• Lead the negotiation of contracts to get the best value for money.
• Ensure full compliance with donor procurement rules and regulations and TFHO procurement policies and procedures.
• Maintain procurement files including relevant documentation and vendor database.
• Build and maintain long-term relationships with suppliers, vendors, and service providers and ensure all complaints and concerns are addressed.
• Facilitate bid evaluations.
• Screen and catalogue Requisition Forms and Item Receipts.
• Scan all necessary documents for input into Dynamics NAV.
• Input complete Item Receipts into Dynamics NAV.
• Establish and maintain relationships between vendors and TFHO.
• Assists with sourcing and processing quotations from vendors.
• Assist in vendor performance management.
• Assist in the coordination of Procurement Committee meetings and act as the Secretary to the Procurement Committee.
• Review and update vendor/contract database.
• Support other departments to determine procurement needs, including consultant services.
• Support in the negotiation of contracts to get the best value for resources.
• Prepare bid evaluation forms for field and/or donor review.
• Prepare and monitor purchase orders and contracts.
• Ensure that all procured products meet appropriate quality standards.
• Maintain procurement files in accordance with company policies and or donor requirements.
• Be responsible for “Procure to Pay” cycle for procurement activity.
• Provide service/product research and source-of supply research.
• Undertake projects related to the departmental goals.

OTHER RESPONSIBILITIES

• Other duties as required may be assigned to you.

Required Skills or Experience

QUALIFICATION & EXPERIENCE

• A Higher National Diploma /Bachelor’s Degree in Procurement and Supply Chain Management, Business Administration, Management, Logistics Management.
• Diploma level in CIPS is an added advantage.
• Minimum of 2-5 years progressive and verifiable experience performing administrative/procurement functions. 

KNOWLEDGE

• 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 get work done on time.
• 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.
• Microsoft 365 Suite (Word, Excel, Outlook, Planner, PowerPoint, Teams, OneDrive & SharePoint).
• Excellent Interpersonal Relationships – therole requires building and maintaining healthy relationships across all levels.
• Information Gathering & Monitoring – therole 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.

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

Physical and Environmental Conditions

This position does not require unusual demands for physical effort.  This position may occasionally require physical effort to lift and transport boxes weighing no more than 20 kilos.

Work environment involves everyday risks or discomforts that require normal safety precautions typical of places such as offices, meeting or training rooms, residences, or commercial vehicles; e.g., use of safe workplace practices with office equipment, and/or avoidance of trips and falls, and observance of fire regulations and traffic signals.

Additional Comment

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Reasonable accommodations may be made in appropriate circumstances to enable qualified individuals with disabilities to perform the essential functions of this job.

Salary Range: GHC33,107.91- 47,297.02

How To Apply for the Latest Job Vacancy at Total Family Health Organisation (TFHO)

Interested candidates are required to send a cover letter and CV to  recruitment@tfhoghana.org The subject should read “PROCUREMENT ASSISTANT”. No calls, please.