PROJECT OR DIVISION: iDE Ghana Operations
REPORTS TO: Operations Director
LOCATION: Based in Tamale with travels to iDE operations areas across the Three Northern Regions of Ghana
The Procurement & Operations Manager plays a key role supporting the Operations Director and is responsible for effective & efficient procurement & operational systems, processes & policies in support of organization objectives & program implementation – specifically by ensuring adherence to procurement, information flow to programs team, and coordination of the Operations team activities. REPORTING RELATIONSHIP
The Procurement & Operations Manager reports directly to the Operations Director, and work in collaboration with Operations Management team (Finance Manager, Accountant, Guest House Manager, Operations & Government Engagement Manager Accra, & HR Manager)Provide direct Supervision and coaching to the Operations Coordinators, & Facility Manager/Receptionist. RESPONSIBILITIESProcurement Responsibilities:Lead the process for program and operational procurement from solicitation to final delivery of goods and services, including submission of final payment request to Finance for processing.
Track operational and programmatic procurement requests. Ensure all requests are logged, acknowledged and acted upon on timely and are consistently updated on the procurement tracker
Provide periodic feedback to the requesting teams through weekly procurement tracker to monitor status of procurement actions.
Draft negotiation memos, justification/selection memos and other procurement documentation for approval where applicable and ensure this is on file.
Conduct regular updates of the vendor database, with the aim of promoting a more transparent and competitive procurement process.
Liaise with the other offices to obtain necessary approvals, signatures, documentation for procurement and process payment request
Prepare Request for Quotation and submit to vendors to provide quotation and work closely with the Program and Operations teams to ensure all procurement adhere to the specifications in the Local Requisition form prior to final purchasing.
Drive initiatives in the Operations team that contribute to long-term operational excellence.
Liaise with Operations & Government Engagement Manager Accra to ensure the operations team facilitate travel request from Program & Operations staff for review by Finance Manager, and follow up with Accounts for prompt payment.
Build strong relationship by addressing staff/vendor issues and complaints in a timely manner.
Maintain accurate and clear documentation for operational procedures and activities.
Maintain and coordinate up-to-date inventory list on Monthly basis for all IDE Ghana offices.
Plan & Coordinate regular meetings with Operations, Finance, Government Engagement, & HR team to discuss about issues, concerns, updates etc.
Work with the Finance team to Support operational risk and audit process for the purpose of preventive maintenance.
Oversee facilities services, maintenance activities and repairs in Tamale and Regional offices
Coordinate Vehicle Management, including:
Supervising the maintenance, upkeep, and servicing of Vehicles
Coordinating Drivers travel and schedule of daily activities via the Operations Coordinator.
Perform other responsibility that may be required.