Procurement Officer - Social Enterprise Ghana

Social Enterprise Ghana ( https://www.seghana.net/ ) is the national network of high impact social enterprises operating in Ghana. A social enterprise is an organization that uses business strategies to achieve social and environmental goals alongside profit; however, the focus of the organization should be social impact first and profits second.

Founded in 2016, our mandate is to bring together all the players in the social enterprise sector to build a stronger social enterprise ecosystem and increase its impact. Social Enterprise Ghana advocates for business friendly policies for social enterprises and supports them access skills, markets, and finance.

For further information, check Social Enterprise Ghana website https://seghana.net/careers/

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Job Description

Reports to: Finance Manager

Job Summary

The Procurement Officer supports the procurement process by assisting in sourcing goods, services, and materials for the organization. The role involves handling purchase orders, maintaining vendor relationships, ensuring compliance with procurement policies, and helping to manage inventory and logistics to ensure the timely delivery of products and services. The Procurement Officer will work closely with the senior procurement team and other departments to ensure efficient and cost-effective procurement practices.

Key Responsibilities

1. Procurement Assistance:

• Assist in sourcing and evaluating suppliers for various products and services.
• Process purchase orders in accordance with company policies and procedures.
• Conduct market research to identify potential suppliers and negotiate prices, terms, and delivery schedules.
• Ensure the timely and cost-effective procurement of materials, equipment, and services.

2. Vendor Management:

• Maintain positive relationships with existing suppliers and seek out new vendors as needed.
• Assist in managing vendor performance, ensuring adherence to agreed terms, quality standards, and delivery schedules.
• Ensure accurate documentation and record keeping of all vendor contracts, agreements, and communications.

3. Inventory and Stock Management:

• Support inventory management by tracking orders and stock levels.
• Assist with the forecasting of procurement needs and liaising with relevant departments to ensure appropriate inventory levels.
• Monitor product quality and ensure that all deliveries meet specifications.

4. Compliance & Documentation:

• Assist in ensuring compliance with procurement policies, procedures, and relevant regulations.
• Prepare and maintain procurement documentation, including purchase orders, contracts, and reports.
• Help ensure all procurement transactions are recorded in the procurement system.

5. Reporting & Analysis:

• Assist in preparing reports on procurement activities and cost analysis.
• Track procurement performance metrics and assist in improving processes.
• Support the senior procurement team with cost-saving initiatives and process improvements.

6. Cross-functional Collaboration:

• Work closely with internal teams, such as finance, logistics, and operations, to ensure smooth and effective procurement operations.
• Support the senior procurement team in handling urgent requests and resolving supply chain issues.

Working Conditions:

• Standard working hours: 8:00 am to 5:00 pm
• May require occasional travel for vendor meetings or site visits.
• Office-based with occasional remote work as applicable.

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Required Skills or Experience

Education:

• At least a bachelor’s degree in Business Administration( Accounting, Procurement )

Experience:

• At least 3 years of experience in procurement in administrative capacity with an NGO is an advantage.
• Females are encouraged to apply

Skills:

• Strong organizational and multitasking abilities.
• Good communication and negotiation skills.
• Basic understanding of procurement and supply chain processes.
• Proficient in Microsoft Office (Excel, Word, PowerPoint) and procurement software.
• Ability to work well in a team and under pressure.
• Attention to detail and accuracy.

Competencies:

• Time management and problem-solving skills.
• Ability to maintain confidentiality and professionalism.
• Proactive approach and willingness to learn and develop within the role.