6 Dec 2018

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

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The Planned Parenthood Association of Ghana (PPAG) is a voluntary, not for profit organization that undertakes advocacy and service delivery in Sexual Reproductive Health and Rights (SRHR) in Ghana.  PPAG is a Member Association (MA) of the International Planned Parenthood Federation (IPPF).  It is governed by respectable volunteers who are the members of the Association. The Governing body, formulate policies which are implemented by staff.

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

Reports to: Director of Finance and Admin
Directly Supervises
  • Admin Officers
  • Front Desk Officers
  • Drivers
  • Security Personnel
  • Cleaners
Job Role:
  • In charge of managing and coordinating procurement agents, buyers or purchasing agents, as well as working on the most complex purchases for the MA.
  • Establishing basic and effective administrative procedures and structures
Key Functions:
  • Devising and using fruitful procurement and sourcing strategies
  • Discovering profitable suppliers and initiate procurement partnerships
  • Negotiating with external vendors to secure advantageous terms

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


How to Apply

All interested persons with requisite qualification(s), should kindly send their Application Letters with a detailed Curriculum Vitae (CV) including two referees their email addresses and cell phone numbers to:

The Search Committee Planned Parenthood Association of Ghana (PPAG) P.O. Box AN 5786, Accra-North.

OR drop in at: PPAG Head Office, Lartebiokorshie, Nasia Road OR e-mail: [email protected] Only shortlisted applicants will be contacted for an interview






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