Procurement Assistant at Total Family Health Organisation (TFHO)

“Total Family Health Organisation (TFHO) is a Social Marketing Organisation with the core mandate of encouraging healthy behaviors and providing affordable health products across Ghana. TFHO is an independent network member of Population Services International (PSI).

TFHO currently focuses on socially marketed family planning commodities, Maternal and Child Health commodities and Water Sanitation and Hygiene commodities. TFHO is a local Social Marketing Organization that promotes healthier lives by providing quality health commodities.

Job Description

Job Summary:

• The Procurement Assistant provides full administrative support to the Procurement Officer in the delivery of procurement services to TFHO.

Reporting and relationships:  

• The Procurement Assistant will report to the Procurement Officer.

Availability:  

• The Procurement Assistant will be expected to work a standard workweek of 40 hours plus additional hours as necessary to get the job done.  

Essential Job Functions

• Facilitate Bid Evaluations.
• Screen and catalogue Requisition Forms and Item Receipts.
• Scan all necessary documents for input into Quickbooks Enterprise.
• Input complete Item Receipts into Quickbooks Enterprise.
• Establish and maintain the relationship 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
• Review and update vendor/contract database.
• Performs other duties as assigned.

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.

Required Skills or Experience

• Minimum of 2-3 years progressive and verifiable experience performing administrative/procurement functions from a reputable Institution.
• Experience working in a Procurement department will be an added advantage.

Education and Experience:

• A Bachelor’s Degree/Higher National Diploma in Procurement and Supply Chain Management, Business Administration, Management, Logistics Management or a Diploma level in CIPS  is an advantage
• Ability to leave 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    
• Ability to gain working knowledge of TFHO policies, procedures, and practices;
• Ability to act as a representative of TFHO to the public;

Skills:

• Knowledge of procurement processes
• Strong emphasis on accuracy and detail
• Ability to handle multiple projects simultaneously to meet goals and deadlines
• Good time management and organizational skills
• Team player
• High level of integrity
• Negotiation skills
• Effective communication skills both oral and written
• Conversant with basic Microsoft tools especially MS Excel/MS Powerpoint