Job Vacancy For Procurement Consultant



About us:

Youth Empowerment Synergy (YES-Ghana) is an ECOSOC-accredited NGO at the forefront of youth development policy, practice and research in Ghana. For more than 15 years, we have provided tailored skills training for youth, leading to improvements in their leadership, financial literacy, entrepreneurship and life planning skills. Through our service delivery, we have provided education, skills training, and technical support to thousands of youth and helped them transition to self and wage employment. Our research has contributed to filling the gap in youth data and the evidence base for public policy. And, we continue to use our national appeal and grassroots constituency, through our Voices of Youth Coalition, to advocate and campaign for youth-inclusive policies at all levels. We are entering an exciting phase of growth at YES-Ghana and are looking for new people to help take us forward.

Purpose of the role:

• As a Procurement Consultant, you will be responsible for managing the procurement of goods and services for the technical and operational needs of YES-Ghana, and ensuring that all procurement and associated processes are executed in accordance with internal procurement policies and procedures, and external donor guidelines. You will be responsible for overseeing and maintaining the integrity of the procurement process, including maintaining accurate procurement documentation.

Responsibilities:

• Evaluate effectiveness of the procurement system and provide technical recommendations and advice as may be needed; provide input to the Management Team on the development and review of relevant sections of the financial policies and procedures manual, particularly on the procurement policy provisions
• Work with the Finance & Administration Manager in defining, implementing and monitoring procurement KPIs – Set procurement targets and develop key performance indicators for the procurement function
• Maintain and update the supplier database which is able to adequately serve the needs of the organisation; effectively manage suppliers to ensure timely delivery of the requested supplies
• Prepare an Annual Procurement Plan, based on Project Operational Plans for the organisation, ensuring that it is prepared on time and in line with donor and partner requirements
• Oversee tender procedures and perform comprehensive analysis in close liaison with the respective tender committees on a case by case basis and in line with the procurement policies and procedures
• Engage relevant Project Managers and the Finance Manager in developing a Detail Implementation Plan, providing key procurement components, and manage proposal evaluation and vendor selection processes
• Manage and oversee procurement contracts including troubleshooting, negotiation and supplier performance management
• Ensure goods and services are purchased on time to facilitate project implementation while ensuring that the organisation receives value for money
• Coordinate with the Finance & Administration Manager in the design, implementation and monitoring of procurement operations for each project
• Prepare and maintain procurement documentation according to procedures and keep records of procurement committee meetings
• Manage and mitigate risk in the procurement function including fraud and corruption
• Ensures that YES-Ghana has a strong compliance with all relevant procurement policies and procedures
• Ensure value for money for all procurement of goods, works and services
• Coach and mentor procurement and operations staff to improve their skills
• Engage in project proposal and design processes, including project budgeting as well as providing input to project proposals on key procurement aspects e.g. feasibility of activities materials requirements, activity timelines considering supply timelines, procurement team resource requirements for the project proposal
• Other duties may be required from time to time, including responsibilities which require work on weekends and holidays for which time off in lieu may be taken

Qualification Required & Experience

Person specification:

• Minimum bachelor degree in relevant field, and/or professional qualification in procurement management
• A minimum of 7 years' relevant experience in procurement management in a reputable organisation; experience in the not-for-profit sector will be an added advantage
• Proven experience setting up and running an effective procurement system, backed by a Comprehensive Policies and Procedures Manual, in full compliance with internationally accepted procurement standards; knowledge of the International Public Sector Accounting Standards (IPSAS) will be an added advantage
• Strong judgment and a commitment to fair and ethical procurement practices
• Proven experience leading an effective team
• Demonstrated sound judgment in resolving problems
• Ability to initiate and complete assignments and to work under demanding circumstances with minimal supervision
• Proven ability to establish priorities and to plan, organise, coordinate and monitor own work plan and provide advice and supervision to others
• Professional and independent working style, highly motivated and well-organised with the ability to manage multiple tasks and projects at a time
• Proven professional demeanour; able to present a professional image of the organisation at all times
• Computer literate with spreadsheet and procurement management system experience. Proficiency in Microsoft Office suite and electronic communications

Location: Accra

How To Apply For The Job

Please submit a one-page motivation letter and an updated CV to:

[email protected] Please use Procurement Consultant as the subject line of your email.

Be sure to highlight in the motivation letter how specifically you meet the qualifications, skills and experience requirements for this role. Due to capacity constraints, only shortlisted applicants will be contacted.

Your application must also include a financial and technical proposal for the consultancy, including: the total consultancy fee (broken down into monthly rate). Applications submitted without a financial proposal will be automatically disqualified from the process. Consultants and individual contractors are fully responsible for arranging, at their own expense, such life, health and other forms of insurance covering the period of their services as they consider appropriate. Lump sum payment will be made monthly inclusive of professional fees and statutory payments.

Closing Date: 09 February, 2020