Administrative and Procurement Officer at SNV Netherlands Development

SNV currently seeks a part-time Administrative and Procurement Officer for the EU Trust Fund project. S/he will be responsible for supporting the project’s administrative activities and procurements in coordination with the Project Manager. S/he works closely with project staff, vendors, and service providers to ensure that project procurements are compliant.

Under the supervision of the Project Manager, the key responsibilities of the Administrative and Procurement Officer will include:

• Provide the highest standards of procurement services and advice to the project team of SNV in Ghana in accordance with the established rules, regulations and processes;
• Ensure the integrity and transparency of the procurement process and compliance with the EU’s and SNV’s Financial Regulations and Rules and relevant internal policies;
• Implement proper procurement planning every year in coordination with relevant Teams in order to ensure cost-effective solicitation of goods and services;
• Identify and fully understand the details and conditions of the best procurement methods to be used for maximized competitive bidding process through pre-qualification exercise, i.e. Call for Expression of Interest or Request for Information. Launch of Request for Quotations, Requests for Proposals and Invitation to Bid inviting vendors to submit their quotations/prices or proposals based on the nature of the requirements and cost of procurement involved;
• Ensure with requesting project team members the availability of funding sources based on EU´s and SNV’s Financial Regulations and Rules to award contract(s) to the selected suppliers who are able to meet the specifications and offer the best terms;
• Prepare evaluation reports, abstracts or financial comparison matrix of offers, compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to cost, quality, delivery time, payments terms and others;
• Ensure preparation and review for completeness of various cases for submissions to the dedicated Contracts Review Committee;
• Submit for approvals agreements and contracts to the Project Manager;
• Provide clarifications and advice on EU´s and SNV’s procurement procedures and practices; respond to queries about the status of delivery raised by requisitioner and about payment and other matters raised by the suppliers;
• Perform a wide range of office support, for events and workshops contributing to the efficient and effective management of the administrative and procurement activities;
• Assist project staff with all professional administrative procedures including processing requests for visas, addressing diplomatic papers and procedures, etc.;
• Maintain relevant internal databases and files; keeps track of contractual agreements and purchase orders;
• Perform other tasks as required.

Qualifications

• Bachelor’s degree required
• At least three (3) years of progressively responsible procurement and administrative work experience
• Demonstrated experience in procurement and grants focused on ensuring compliance with established rules and regulations
• Knowledge of EU procedures and regulations desirable
• Ability, to prioritize multiple assignments in an extremely fast-paced environment, to meet deadlines, to exercise good judgment and to effectively communicate with Management, high integrity and commitment to transparency