Job Opening at Creative Associates International
POSITION: Procurement & Logistics Assistant
POSITION SUMMARY
The Procurement & Logistics Assistant (PLA) will support the Procurement & Logistics Officer (PLO) in tracking procurements of products and services through the procurement cycle, ensuring proper procurement competition. Assist in the coordination and management of program logistics in Tamale for meetings, conferences, and other events. He or she will provide administrative support to the LRI Tamale Team and will collaborate closely with the PLO in Tamale to ensure Creative and USAID regulations and procedures are followed.
SUPERVISION & REPORTING
The chosen candidate will report to the Procurement & Logistics Officer in Tamale and operate directly under his direction.
PRIMARY RESPONSIBILITIES
Primary responsibilities include, but are not limited to:
- Assist the office with procurement and logistics.
- Assist the PLO in managing and maintaining a procurement registry and file system to allow for efficient document and process audits to ensure that all procurement files, including proposals, evaluations, award documents, official contracts, and correspondence, are stored in real-time on Creative’s online procurement and file storage systems.
- Assist the PLO in maintaining the status of all credit accounts opened with vendors.
- Assist the PLO in confirming material acquisition based on the context and/or needs of the recipient, community, and/or activity.
- Develop and analyze material technical specifications, taking into account investment, loss, and associated value; review and amend budgets as needed.
- Assist the PLO in collaborating with local, national, and international vendors of goods and services to assure quality while maintaining the professional distance required to maintain high ethical standards.
- Assist the PLO in doing market research on vendors in a variety of industries by submitting Expressions of Interest or Requests for Information.
- Assist the PLO in coordinating transportation, permits, authorizations, insurance, goods and material loading and unloading, and financial allocation or related expenses under grants.
- Communicate all delivery timetables associated with grant and operations procurements, including projected expenses.
- Assist the PLO with inventory management and the production of correct inventory reports in accordance with Creative and donor rules.
- Help the PLO with travel and vehicle management: Coordinate and maintain office fleet management and effective utilization of project cars and other transportation services in support of program objectives; Coordinate trip bookings for the state office—flights, hotels, airport pick-up, and drop-off.
- Office Generator management, including routine maintenance
- Office and staff security management
- Other tasks may be assigned by the PLO and SMT.
Qualifications and skills required:
- A high school graduation is required, and a bachelor’s degree is preferred.
- At least two years of general work experience and one year of procurement or logistics experience are required.
- Prior experience with USAID or another donor is very beneficial.
MS Word, Excel, PowerPoint, Outlook, and other programs are required. - Ability to develop and sustain teamwork, cooperation, and learning.
- It is necessary to have excellent organizational and time management abilities, as well as the capacity to think critically and operate independently.
- Consistent attitude and capacity to assist others in solving any difficulty that may emerge.
- Strong communication skills and the ability to work well in a team environment are required.
- Written and spoken English fluency
- Additional proficiency in northern Ghanaian languages is desirable.
- Must have current work authorization in Ghana.
How to Apply for this Job Opening at Creative Associates International
Closing Date: 30th November, 2023
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