The Millennium Villages Project, supported by Millennium Promise Alliance and the Earth Institute at Columbia University, is a bottom-up approach to lift developing country villages out of the poverty trap that afflicts more than a billion people worldwide. The Millennium Villages’ team of experts in Agriculture, Nutrition and Health, Economics, Energy, Water, Agribusiness, Environment and Information Technology are working with local communities and governments to apply a proven holistic package of interventions to help villages get out of extreme poverty and meet the Millennium Development Goals (MDGs). With support from Savannah Accelerated Development Authority (SADA) and funding from the Department for International Development (DFID) of the United Kingdom, a SADA Millennium Village has been established in parts of the West Mamprusi, Mamprugu Moaduri and Builsa Districts of the Northern and Upper East Regions of Ghana. The project area covers a cluster of contiguous rural communities with an estimated population of 25,000 people.

Job Summary

Under the direct supervision of the Team leader, the Procurement & Logistics Officer will be responsible for conducting and coordinating all procurement in the project and supervision of procurement duties as well as organising logistical and procurement activities including obtaining quotations, tendering, purchase and delivery of supplies, materials and equipment and providing logistics administrative support to the project.

Specific responsibilities will include but not be limited to:

Procurement Role:-

• Conducting and coordinating all major procurement in the project.
• Supervise and provide guidance to all procurement and logistics related issues in the cluster
• Receive and review/clarify requests, specifications and confirm project codes and other needed information from requestors, particularly from the Team Leader and the Finance Manager.
• Prepare bids and supervise the tendering process in accordance with the MP policies and procedures.
• Coordinate and ensure that all project related purchases are reviewed and approved by the Finance Manager and Team Leader.
• Identify potential suppliers/vendors and ascertain conditions of purchase and quotations.
• Present quotations for review and approval of the supervisor. The Procurement & Logistics assistant may also recommend the best quotation to Project Team Leader.
• Confirm terms of payment and delivery conditions in order to prepare Purchase Orders (PO).  Ensure that appropriate level of authorisation is received prior to releasing the orders.
• Prepare PO on site by site basis and ensure that all necessary documents and contracts are in order.
• Analyse and evaluate information regarding vendor’s performance with regards to quality, prices, delivery of equipment and ensure that it conforms to MVP-SADA’s requirements and MP policies and procedures.
• Ensure timely delivery of procured supplies and materials.  Track procurement status, payments and cluster work and report regularly to the Project Manager (Team Leader).
• Ensure that the unit has sufficient funds to cover procurement of some items in cash.  Ensure that appropriate receipts and received when payment is conducted in cash.
• In coordination of the Project Team Leader, check all supplies delivered and ensure that the supplies are appropriate and in accordance to the specification required, as indicated in the order form.
• Maintain records of all transactions, ensuring that an efficient filling system for a record of all quotations, copies of records of expenditure, receipts, local order forms, etc. are all kept.
• Liaise closely with the Finance Manager concerning payment of procured and delivered goods.
• Ensure that the proper MVP-SADA administrative procedures and standards for follow up, canvassing bidding, ordering and stock keeping are strictly adhered to.
• Prepare reports on all procurement & logistics issues and report to the Team leader and the MP Finance Manager West & Central Africa and Manager on a weekly basis.
• Procure services for the project travel by air or road.

Logistics Role

• Manage the project vehicles making sure that they are well driven, serviced and cleaned
• Coordinate with the team leader the vehicle allocation and the drivers
• Maintain vehicle details and supervise on daily basis the vehicle movements
• Update the team leader of any incidences involving the vehicles
• Follow up on the vehicle registrations and insurances
• Organise timely drop offs and pick ups for visitors.
• Undertake other duties as requested by the MVP-SADA Project Manager

Qualification Required & Experience

Qualifications/Requirements
• Minimum of an undergraduate University Degree (Bachelors) in Procurement, Finance, Logistics, Economics, Administration or any other related field.
• High level organisational skills, attention to detail, personal commitment, efficiency, flexibility, and problem-solving skills.
• Must understand the social and cultural setting of the project area
• Minimum 5 years experience in a similar position and have experience in administration, logistics and procurement, preferably related to project procurement and logistics mainly in a large or busy NGO.
• Advance knowledge of  Microsoft Windows programs and management software; (Word, Access, Excel, PowerPoint, Outlook ,QuickBooks, Sun and Sage)
• Excellent communication and negotiation skills
• A person of high integrity with knowledge of the country procurement and motor vehicle requirements.
• Knowledge of the local language is an added advantage.

How To Apply For The Job

Terms of offer
MVP offers a competitive salary with an excellent benefits package. The employment contract is for a period of one year with the possibility of renewal.MVP prides itself on its collegial, supportive and gender sensitive working environment and believes that staff diversity promotes excellence. Women are strongly encouraged to apply.

Applications

Applicants should apply by email, sending a cover letter summarizing their relevance to this position, a full C.V. and names and contact information of three referees knowledgeable about the candidate’s professional qualifications and work experience to:- SADA.MVP@millenniumpromise.org with copies to:- employment@mdgwca.org and jacob.ubindam@millenniumpromise.org.“Application for SADA MVP Procurement and Logistics Assistant” should be clearly marked on the subject line of the email message.

Closing Date: 06 November, 2012

Only short-listed applicants meeting the above requirements will be contacted.

We invite you to learn more about us at:

www.millenniumvillages.org,
www.millenniumpromise.org,
www.unmillenniumproject.org,
www.mdgcentre.org