Vacancy for Position in Logistics Directorate: College Materials Officer

The University of Ghana hereby invites applications from suitably qualified persons for the following positions in the newly established Logistics Directorate:

POSITION (4):        COLLEGE MATERIALS OFFICER

REPORTING TO:        DIRECTOR OF LOGISTICS
 
ACCOUNTABLE TO:    PROVOST OF COLLEGE

QUALIFICATIONS

  1. The applicant must have:
    a.    HND/BSc/BA in Procurement & Supply
    b.    MBA/MSC in Procurement & Supply or Logistics
    c.    MCIPS
    d.    Minimum of 10 (ten) years relevant working experience.
     
  2. Required knowledge, ability and skills:
    a.    The position requires a high level of integrity, as the position holder will be exposed to confidential and sensitive information;
    b.    Ability to maintain a professional behaviour in all situations;
    c.    Experience with the management of staff; and,
    d.    Excellent attention to detail and deadlines.

DUTIES AND RESPONSIBILITIES
In performing the duties of College Materials Officer, the incumbent  should be guided by the Public Procurement Act, 663, 2003 and Public Procurement Amendment (PPA) Act, 914, 2016 the University Code of Conduct, Stores and Safety Guidelines and the Procurement & Supply Profession Code of Ethics and the Public Financial Management Act (PFMA).    

The College Materials Officer reports to the Director of Logistics and is accountable to the Provost of the College. The Job Purpose is to co-ordinate the logistics activities at the College as described below:

1.    Supervise the Procurement and Stores Assistants of the College.
2.    Co-ordinate the submission of inputs from the departments/schools/institutes for the preparation of the colleges annual Procurement Plan.
3.    Monitor the implementation of the Procurement Plan of the College.
4.    Supervise Procurement activities of the college from initiation to the end of the (procurement cycle).
5.    Preparation of the quarterly updates on the procurement plans of the College.
6.    Initiate Procurement Process for the items which are to be procured by the central procurement unit.
7.    Liaising with the Central Materials Officer at the Centre and the Contract Administrator to expedite orders placed for the College.
8.    Setting targets for stores and procurement staff of the Colleges and also appraise their performance.
9.    Participate in management meetings of the colleges as well as that of the Directorate of Logistics.
10.  Initiate the process for the conduct of board of survey to dispose off obsolete, redundant and expired items.
11.  Ensure that the stores under the colleges are managed professionally.
12.  Provide regular updates on procurement requests to the Head of Department/School/ institutes/Colleges.
13.  Assist in the assessment of the performance of contractors, suppliers and service providers.
14.  Monitor and send feedback on the quality of items/equipment procured, delivered and supplied to the College.
15.  Participate in all the procurement process for goods, works and services that is above the threshold of your college and being processed centrally.
16.  Serve as a Contract Administrator for all contracts being executed at your College and providing feedback.
17.  Supervise the maintenance of procurement and contract register at the college.
18.  Ensure proper maintenance of procurement and stores records for the purpose of auditing.
19.  Any other duties which may be assigned by the Provost of College or Director of Logistics.

MODE OF APPLICATION

An applicant is required to submit the complete application pack to the Registrar, University of Ghana, P. O. Box LG 25, Legon, Accra (Hard copy); or registrar@ug.edu.gh (Soft copy).  The application pack should contain the following:

  1. Completed application form for Senior Administrative and Professional employees (UAB Form 1B) to be downloaded from the University’s website at: www.ug.edu.gh/hrodd;
  2. An up to date Curriculum Vitae;
  3. Copies of relevant educational and professional certificates; and,
  4. Two reference letters which should, among others, include the following information on the candidate:
    a.    Professional competence and work output
    b.    Leadership abilities and sense of responsibility.
    c.    Interpersonal skills
    d.    Any other relevant information

In compliance with COVID-19 protocols, we encourage all applicants to submit soft copies of their application packs to the Registrar through the approved email address.

Only shortlisted applicants will be contacted to participate in a selection process.

CLOSING DATE
    
Applications should reach the Registrar not later than the close of day on Friday, 13th November, 2020.

REGISTRAR