Procurement Assistant - CARE International

CARE began operations in Ghana in 1994 by working to educate mining areas about sexual health and the prevention of AIDS and other sexually transmitted diseases. CARE Ghana now works with more than 40 partner organizations to implement a portfolio of projects worth about US$9 million annually in 150 districts across the country, from our main office in Accra and sub-offices in Kumasi, Sunyani and Tamale.

For 30 years, CARE has been working in Ghana to improve livelihoods and achieve social justice through interventions that address the underlying causes of poverty. Our programming focuses on food and nutrition security and social and economic empowerment, with women and youth as our impact group.

Job Description

CARE Ghana is excited to invite your applications for new job openings in our programs and operations. Not only do we offer exceptional opportunities for career growth for Ghanaians especially women and young people, but we are also proud to welcome talented people such as yourself into the global CARE community where our core values of Transformation, Integrity, Diversity, Equality and Excellence are the benchmarks against which we measure ourselves as leaders and employees

If you share these values and our passion for saving lives, defeating poverty, and achieving social justice, then CARE Ghana is the place for you. We hire and nurture great people from diverse backgrounds, abilities, and identities, striving every day and at all levels to build and sustain an inclusive workplace and a sense of belonging for our teams.

Your well-being and satisfaction with your job in CARE Ghana matter as much to us as your performance.  Our compensation and benefits package are generous, and we offer flexible working conditions to enable you to enjoy life outside of work, and as part of our commitment to equity.

At CARE, we recognize that skills and expertise can come from a range of experiences from work and life, in addition to education or past job titles. As such, we welcome applications from dynamic, curious, and creative Ghanaians with a passion for learning and problem-solving.

Interested? If yes, please see details of the job opening below:

Job Title: Procurement Assistant

Duty station: Accra, Greater Accra

The Procurement Assistant is responsible and accountable for implementing procurement policies and procedures, ensuring that all goods and services, including consultancies, are sourced transparently, efficiently, and with value for money in compliance with organizational, donor, and government regulations.

The role involves supporting the procurement function by sourcing suppliers, obtaining quotations, preparing purchase orders, and maintaining procurement records. S/he will initiate and maintain professional relationships with vendors to ensure timely procurement of quality goods and services and establish adequate communication channels between the organization, field offices, and vendors.

Additionally, the Procurement Assistant will be responsible for processing payments, maintaining both physical and electronic records, and preparing procurement status reports.

The Procurement Assistant will report directly to the Procurement Manager and will be stationed in Accra, Greater Accra Region

KEY RESPONSIBILITIES OF THE ROLE

Procurement Process 

• Assists in the procurement of goods and services in conformity with procurement policies and donor regulations.
• Prepares and sends requests for quotations (RFQs) to vendors.
• Reviews and analyses quotations and prepares summary bid analyses (SBA).
• Prepares purchase orders (POs) for approvals and completes the procurement process using correct solicitation methods.
• Conducts market surveys to identify supply sources and negotiates with suppliers.

Payment Request Processing

• Compiles cash forecasts for procurements and reviews procurement-related documentation for submission to Finance.
• Manages payment of invoices, ensuring all supporting documentation is attached.
• Facilitates securing of bids and performance bonds from suppliers before awarding contracts.
• Oversees the submission and follow-up of payment requests and communicates payment status with suppliers.

Records Management 

• Maintains both physical and electronic records of procurement documentation, processes, and status.
• Ensures proper filing of all purchase requests, purchase orders, and related documents.
• Updates procurement status reports and shares them with relevant stakeholders.

Reporting and Documentation

• Prepares weekly procurement status reports and distributes them to project/program managers.
• Files all procurement documents in an orderly manner for control, reference, and audit purposes.
• Completes supplier setup forms and conducts anti-terrorist checks for new vendors.

Required Skills or Experience

Knowledge

• Strong understanding of various donor policies and procedures related to procurement.
• Excellent analytical, negotiation, and communication skills.
• Customer-oriented, both internally and externally.
• Proven language proficiency in written/spoken English. 

Experience

• 1-2 years of relevant work experience in procurement or a related field.
• Proficiency in MS Office and other relevant software.

Desired

• Experience working in an NGO or international organization.
• Knowledge of local market conditions and procurement regulations.

Education 

• Required: Diploma or certification in procurement or supply chain management.
• Desired: Bachelor’s degree in business administration, procurement, logistics, or a related field.