Job Vacancies at Marie Stopes International Ghana

Job Description

• Management of the front desk activities and the reception while enhancing the professional image of MSIG
• Ensures prompt placement and transfer of calls
• Ensures daily communication with caterers on day staff numbers for lunch
• Prepares relevant documents needed in processing payment for lunch
• Supports the Administrative Officer in preparation for meetings and training sessions
• Ensures timely dispatch, receipt and distribution of all letters or correspondence. as well as proper documentation and record keeping
• Assists the Administrative Officer in the execution of the day-to-day activities of the department and  entire organisation
• Any other related duties assigned

Requirement / Skills:

• HND in Secretaryship and Management Studies from a recognised technical institution
• University degree in Administration or social sciences from a recognised tertiary institution will be an advantage
• At least three (3) years’ experience in a similar role
• Excellent spoken and written English language
• Good spoken and written French will be an advantage
• Computer literate (Microsoft Word and Excel are required)
• Ability to communicate effectively
• Team *yet’ and results-oriented
• Ability to work independently and efficiently
• Sympathetic to women and men seeking Family Planning and Reproductive Health services
• Ability to work on own initiative and for long periods
• Customer-focused with good interpersonal skills to engage with people at all levels
• Passionate about maternal heatth
• Honest friendly, assertive and reliable
• Pro-Choice

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Job Description

• Process Purchase Requisition Forms (PRFs) into Purchase Orders using INFLOW and follow up with vendors for delivery.
• Organise and maintain computerised and hard copy procurement files according to established filing systems and verify invoices and delivery notes by ensuring that they tally with the Purchase Order.
• Maintain pre-qualified vendor database as authorised and correspond with vendors regarding prices, product avaitability and delivery.
• Assist in facilitation of product sample approvals by the
• respective user department where applicable.
• Coordinate and schedule meetings With vendors.
• Perform procurement activities relating to review of completeness of PRFs and Request for Quotations (RFQs) and take minutes of procurement committee
• Respond to procurement and logistic-related queries.
• Update the weekly procurement tracker and share to all MSIG staff.
• Coordinate the dispatch of supplies to the warehouse andlor to user departments.
• Compile Monthly procurement reports such as – PRFs received, Processing Time for PRFs, Purchase Orders Issued, Savings made.
• Ensure Compliance with PSI procurement policies and procedures,
• Ensure that Value for Money is achieved in all pro handled through tactful negotiations and
• ensure that goods I services procured are fit for purpose.
• Timely processing of PRFs received from user departments, On-Time and In-Full delivery of goods and servos procured.
• Maintain good relationships with both internal and external stakeholders
• Process supplier invoices, ensuring that right and complete documentation is processed for payment.
• Any other duties that may come up.

Requirement / Skills

• A Bachelors degree in Business Administration, Commerce, Procurement from a recognised institution of higher learning, MCIPS or working towards MCIPS
• Proven knowledge of procurement and logistics
• Other professional qualifications, ideally in Project Management or Marketing will be an advantage
• The candidate must have:
• At least three (3) years working experience in the same capacity in a medium to large-size organisation
• Attention to detail and high level of accuracy
• Proficiency in use of MS Excel, MS Word, Outlook and relevantcomputer appiætbns
• Excellent interpersonal skiis and abiiity to build effective working relationships at all levels internally and externally
• Excellent oral md written communication skils
• Excellent report writing skins
• Ability to work on own intiative and for long periods
• Abliity to work under pressure and adhere to deadlines
• A team player, confident and culturaly sensitive
• Experience working with international NGOs and/or not-for-profit organisations
• Must be pro-choice and passionate about maternal health