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

• 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.

• 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.

• 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.