Key Performance Areas:
Coordinating the procurements and purchasing function

• Lead and coordinate all procurements and planning.
• Source invoices for purchases
• Support the creation and use of procurement committees
• Receive, number and manage the Purchase Requisition database
• Receive, number and manage the Travel Requisition database
• Create purchase orders in the Navigator Accounting system for approval by the FAO
• Ensure all procurement documentation is complete for payment
• Prepare Payment Vouchers and setup payments onto the banking system /prepare cheques for payment of vendors and staff
• Provide clerical support in entering all invoices onto the Accounting system and allocating them against purchase orders
• Deal with supplier queries regarding payments
• Provide clerical support in maintaining and updating supplier information and undertake relevant background checks and terrorist/debarment checks
• Report all invoices received without a purchase order or relevant supporting documentation on a monthly basis
• To ensure monthly payment reports are produced for the cash flow analysis

Managing staff and vendor accounts

• Establish and maintain a process for staff travel and program advances
• Process travel requisitions and related staff advances
• Enter staff expenses into the accounting system (Reimbursements and/or advance liquidations)
• Timely payments to suppliers, payments done within 30 days of receipt of invoice
• Run the creditor report at month-end and perform vendor reconciliations for Ghana Office

 Administration, Procurement, Logistics and HR Support

• Provide updates of assets for insurance service provider
• Maintain the filing systems – finance, procurement, other Procurement
• Print, photocopy, scan and bind documents
• Travel and event planning including identifying accommodation, training venues, and transport
• Provide support to the FAO in managing site staff timesheets
• Organize and maintain office support services, including travel, purchases, other logistics and hospitality arrangements to visitors
• Assist in asset management by updating asset registers, tracking transfer of assets, labelling new assets, assisting in asset disposal
• Receives, logs and checks all source documentation submitted to the finance unit for processing
• Manage the filing system for all financial documentation
• Manage the archiving of all financial data

Month-end and year –end close activities, budgeting & reporting

• Support the FAO  to close the month-end in time
• Support the FAO in the preparation of the monthly payroll and prepayment journals for Ghana Office
• Support the CL and FAO to prepare the cash request for Ghana Office on a monthly basis
• Support the FAO in the preparation and monitoring of Ghana Office Operational budget on Adaptive
• Assist the FAO in reviewing petty cash, purchase requisitions and invoices submitted by Ghana Office before approval
• Provide clerical support to the FAO in preparation and consolidation of documents required for Financial Reports under the portfolio of countries
• Qualification and Experience
  •    Accounting and a related diploma/degree in Procurements
  •    At least 3 years relevant working experience
  •    Computer competency including the ability to operate computerized accounting, spreadsheets and word processing programs
  •    Familiarity with procurements planning
  •    Excellent interpersonal skills; ability to work on own and within various teams
  •    Ability to manage competing tasks and priorities
  •    Organized, systematic and attentive to detail
  •    Integrity, professionalism and transparency
  •    Fluency in English essential