Job Summary

The Procurement National Service Personnel (NSP) provides administrative and clerical support to ACET’s procurement function across institutional and donor-funded activities.

Working under the close supervision of the Procurement Specialist and alongside other members of the Procurement Unit, the NSP assists with procurement documentation, records management, tracker updates, logistics for procurement activities, and routine follow-up with suppliers. The NSP does not exercise delegated procurement authority, and all outputs are subject to review by the Procurement Specialist.

The placement offers structured, hands-on exposure to institutional and donor-funded procurement. The role requires good organisational skills, attention to detail, integrity, discretion, and a willingness to learn.

Duration: Twelve (12) months, in line with the national service year

ROLES AND RESPONSIBILITIES

Procurement Operations and Support

• Log incoming procurement requests and check that the required supporting documents are attached before passing them on for processing.
• Assist in preparing requests for quotation and purchase orders using approved ACET templates.
• Receive and log quotations, bids and proposals, and support their safe custody.
• Assist with identifying supplier contacts and requesting quotations, as directed.
• Follow up with suppliers and user departments on outstanding documents and actions, as directed.

Tendering and Evaluation Support

• Assist with logistics for pre-bid meetings, bid or proposal opening sessions and evaluation meetings, including venue arrangements, attendance registers and document packs.
• Take notes at procurement meetings for use by the procurement staff in preparing minutes.
• Copy, collate and distribute evaluation documents to panel members as directed, maintaining strict confidentiality.
• Dispatch notifications to bidders, as directed.

Contract Administration Support

• Enter contract details, values, key dates and milestones into the contract register.
• Track delivery dates and deliverables for assigned contracts and flag upcoming or missed dates to the Procurement Specialist.
• Collect delivery notes, goods received notes, completion certificates and other acceptance records for filing.

Monitoring and Reporting Support

• Update procurement trackers with status information, as directed.
• Assist in compiling data for procurement activity reports.
• Retrieve and organise procurement documents required for audits and reviews.

Records and Integrity

• Open, maintain and file physical and electronic procurement files in line with ACET’s filing and record retention requirements.
• Scan and upload procurement documents to InSoft and shared drives.
• Maintain the confidentiality of procurement information, including bid and evaluation information.
• Promptly report suspected fraud, corruption, collusion, conflicts of interest or other irregularities

Other Duties

• Assist with basic market price surveys and maintenance of the supplier database.
• Respond to routine enquiries from suppliers and internal staff within authorised parameters, referring other matters to the Procurement Specialist.
• Provide general administrative support to the Procurement Unit, including correspondence, dispatch and meeting arrangements.
• Perform other procurement-related duties assigned by the Procurement Specialist.

Qualification Required & Experience

Education

• A Bachelor’s degree in Procurement and Supply Chain Management or related discipline.
• Must be eligible for posting, under the National Service Authority for the 2026/2027 service year.

Experience

No prior work experience is required.

• Internship, industrial attachment or academic project work in procurement, supply chain or administration will be an advantage.

An interest in procurement within development organisations or donor-funded programmes will be an advantage.

• Competency in Microsoft Word, Excel, Frontier AI Models and Outlook
• Good organisational and communication skills
• Attention to detail and accuracy in record keeping
• Willingness to learn and to work under supervision
• Ability to handle confidential information with discretion

Knowledge, Skills and Abilities

• Procurement Records and Administration
• Organization and Delivery
• Communication and Teamwork
• Systems and Digital Skills
• Integrity and Professionalism

Location: Accra

How To Apply

Interested applicants should send their CV and an accompanying Cover Letter explaining why they are the most suitable candidate for the position to:

PnC@acetforafrica.org, together with a copy of their National Service posting letter.

Closing Date: 09 October, 2026