Procurement & Operations Officer - PATH International

PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships and with expertise in science, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world’s most pressing heath challenges.

We accelerate innovation across five platforms – vaccines, drugs, diagnostics, devices, systems and service innovations – that harness our entrepreneurial insight, scientific and public health expertise, and passion for health equity. By mobilizing partners around the world, we take innovation to scale, working alongside countries primarily in Africa and Asia to tackle their greatest health needs. Together, we deliver measurable results that disrupt the cycle of poor health

We are seeking an Operations and Procurement Officer for the Country Office operations and procurement of goods and services required by projects. He/She will provide procurement and operations support with the overall target of maintaining efficiency in program activities and ensuring full compliance with PATH internal policies and procedures.

The Operations and Procurement Officer will provide guidance, advice, and support to ensure procurement processes are effective, efficient, and ethical and provide the best possible value to PATH. The Operations and Procurement officer will be based in Accra and will report directly to the Project Administrator.

Specific responsibilities include:

• Manage outsourced services such as IT, office leases, security leases, office maintenance, fleet, and other relevant agencies in Ghana.
• Support onboarding of new employees on operational functions.
• Work with different projects to identify and deliver PATH’s operational indicators and compliance requirements.
• Oversee cost-effective acquisition of a wide range of goods and services.
• Develop and maintain procurement planning and analysis processes for the timely acquisition of goods, coordinate with global procurement as required, and provide proactive, rigorous, and logical methods to solve procurement-related challenges within the Country.
• Work collaboratively with all projects as required to identify, plan, and implement operational requirements for PATH’s activities, ensuring projects meet budget and timeframe requirements, and the strategic objectives of PATH are supported.
• Lead and ensure compliance with PATH policies, procedures, and relevant in-country legislation.
• Assist the Country Project Administrator to respond promptly to procurement requests from project staff.
• Prepare solicitations and request for proposals/quotations to obtain bids or work directly with local vendors to obtain quotations and initiate procurements.
• Take a leading role in negotiations and preparation of contracts and purchase orders and respond to bid queries to vendors.
• Ensure that procurement activities are carried out following contractual requirements.
• Coordinate the bid evaluation process and prepare summary reports for review and approval.
• Monitor contracts and purchase orders issued to vendors and follow up as necessary to ensure compliance with terms and conditions.
• Contribute to the preparation of requests for approvals and/or waivers.
• Maintain the overall integrity of the procurement filing system by ensuring that appropriate documentation is included in each procurement file.
• Assist in developing and maintaining procurement-related documentation electronically and manually.
• Provide procurement status reports as required.
• Maintain the Subcontractors’ tracker including the maintenance of up-to-date procurement information and follow-on time renewal and end of contracts.
• Assist the Project administrator in providing training to project staff on procurement policies and procedures.
• Perform additional tasks as assigned by Operations Manager in line with Procurement and Office Management.
• Proactively identify issues with day-to-day purchasing processes and resolve and/or communicate the issues to management in a timely manner, as needed.
• Lead the prequalification and suppliers and service providers.
• Oversee the leases for Accra and sub-offices.
• Manage PATH Ghana fleet of vehicles including new purchases, maintenance, fuel cards, licenses/permits, insurance/claims, usage, and reporting.
• Maintain procurement records (paper and electronic backup) in accordance with project and PATH policies and procedures.

Required Experience

• University Degree in Management, Procurement and Supply Management, Accounting, or a related field from the recognized educational institution.
• Minimum of five years’ work experience in operations and procurement management in INGO sector
• Experience in a USAID, donor-funded project or International NGOs preferred.
• Excellent interpersonal and communication skills
• Ability to work independently, take initiative, meet deadlines with attention to detail and quality and monitor daily operational activities.
• Demonstrated leadership, versatility, and integrity.
• Demonstrated intermediate computer skills in Microsoft Office Suite applications.
• Excellent interpersonal skills, sound judgment, communication skills, training experience, ability to identify and resolve constraints.
• Self-motivated, interested and experienced in managing and supervising technical staff.
• Excellent writing and presentation skills in English