Summary
Date Posted: Monday, November 08, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
2 Procurement Officer
Position Summary
This position exists to efficiently and effectively manage and coordinate all aspects of procurement for Pact Zambia in order to ensure that all units and operations have adequate goods and services to perform their duties

Duties and Responsibilities
Procurement Preparation and Planning
• The incumbent will consult with the unit heads on the main types of goods & services needed and procurement planning.
• This enables the Procurement Officer to carry out a market assessment of best sources of products and services and their prices.
• The incumbent will maintain vendor relationships by conducting regular visits for updates on goods and services and to ensure that contractual terms and conditions are adhered to.
• He/she will identify potential suppliers and verify their eligibility before adding them to the list of suppliers approved by the COP. The incumbent will ensure that the list is updated regularly.
• The Procurement Officer will keep abreast with any government regulations e.g. taxes and importation procedures
Procurement of Goods and Services
• Review quotations for accuracy and validity
• Prepare Bid Analysis forms, Negotiation Memos for review by the Operations Manager
• Ensure goods supplied by vendors conform to quality and fit for project purpose
• Ensure that all procurement is done according to Pact internal policies and procedures as well as donor requirements.
• He/she ensures that all codes of ethics are followed and the personal and business conduct is in line with the Pact Zambia Procurement Manual.
• The Procurement Officer will review all purchase requisitions and will cross check with price targets to ensure that all specifications are clear and corresponding authorizations have been obtained.
• He/she will ensure that all requests for quotations are clear and matching with the purchasing requisitions.
• The incumbent will review all bids and quotations in accordance with price targets and specifications and will prepare a quotes summary sheet.
• The Procurement Officer will propose a Bid Review Committee to the procurement committee members for approval and will ensure that all guidelines are followed as stipulated in the Procurement Manual and bids are analyzed in a competitive manner whilst considering all costs and benefits.
• The incumbent will always negotiate with suppliers regarding price reductions, payments, delivery terms and shipping options.
• He/she will ensure a procurement tracker is prepared and shared with the Operations Manager and key program staff.
• He/she will follow the necessary procedure to purchase goods from HQ when the need arises. The incumbent will prepare purchase orders or contract as needed and will ensure that all procurement is processed for all applicable exonerations in accordance with our exception status in the country.
• The incumbent will ensure vendor transparency in terms of contract/ LPO awards.
• The incumbent will ensure to raise the ZRA LPO upon receipt of vendor invoice.
• He/she will ensure due diligence on prevailing product market price to ensure value for money.
• He/she will ensure compliance to the procurement policy and internal controls.
Record Keeping and Reporting
• Ensure proper filing of all procurement documents.
• He/she will maintain an approved supplier list and will update when necessary.
• Create and maintain vendor files with the necessary details by service category. He/she will track the status of each procurement request and will update management and requestors through weekly status reports.
• The Procurement Officer in collaboration with the operations manager will evaluate suppliers every 6 months and generate a report with recommendations depending on supplier performance and do a vendor rating process.
Procurement Communication and Coordination
• The Procurement Officer will give advance notice to the Stores Assistant to receive goods.
• He/she will provide details of fixed asset procurements and will segregate duties and documents and goods should be allocated to assigned recipients.
• Resolve any procurement quantity discrepancies and will communicate with vendors for returns for e.g. damaged goods.
• Will liaise and follow up with the Finance team to ensure payments are conducted in a timely manner.
• The Procurement Officer will prepare award letter, agreements and memos whenever necessary.
• Keep requestors informed on the status of local and international orders and will coordinate with other departments to ensure that requests are received in time and have clear specifications.
• He/she will respond to audit queries in a timely and professional manner and will collect pricing information for budgeting and planning purposes.
• The incumbent will expedite all orders and keep up to date fraud prevention and share with other staff.
• The Procurement Officer will assist in advancing in the use of new technologies and applications to improve procurement process efficiencies.
• He/she will support and train on procurement management and will provide coverage for other staff when required
All other duties as assigned

Core Competency
Observable Behavior that Demonstrates the Competency
Respect
Maintains a respectful workplace by always modeling respectful behavior, supporting diverse coworkers’ opinions and ideas, and offering and encouraging praise, and tactfully building consensus. Reports and responds to complaints of harassment, discrimination, and hostile work environment. Creates a climate of accountability and learning.
Integrity
Earns others’ trust and respect by doing the right thing and by being honest, professional, accountable, and transparent as appropriate in all interactions. Upholds commitments while treating everyone appropriately. Decisions and actions reflect core values.
Inclusion
Fosters enthusiasm and engenders mutual trust, honesty, and respect. Creates an open, cooperative, and productive environment by including diverse people and viewpoints and building interpersonal relationships. Listens actively, considers others’ concerns, and effectively adjusts own behavior as needed. Maintains productive work relationships and equity through awareness of social identities and providing a safe space for open discussion. Continually advances relevant knowledge and skills.

Job Competency
Observable Behavior that Demonstrates the Competency
Value Based:
Upholds Pact’s values in all aspects of work.
Strategic:
Contributes to the development of the strategy for the program/department.
Decision-Making:
Makes limited decisions for assigned program/function, keeping supervisor informed and seeking advice as needed. Avoids faulty decisions that would have an impact on the program.
Technical:
Leads day-to-day operations of a program/function or aspect thereof, ensuring operations are consistent with donor and/or organizational requirements. Brings issues/challenges to the supervisor as they arise. Has some specific technical knowledge in his/her focus area. Understands and follows organization policies and procedures, recognizing nuances when they occur.
New Business:
Participates in proposal development and may serve as organizational capacity writer, facilitator, technical/management writer, recruiter, and/or partnership manager. Supports the development/cultivation of individual, government, and/or corporate donor contacts.
External Representation:
Represents the organization to representatives of donors and the NGO community, usually with guidance from the supervisor. Communication focuses primarily on program-specific issues but may broaden as appropriate. May participate in conferences/seminars.

Minimum Requirements
Education and Experience:
Master’s degree and 5+ years relevant experience or equivalent combination of education and experience.
Other local Education and Experience:
• Has Knowledge of sourcing and procurement techniques
• Talent in negotiations and networking
• Aptitude in decision-making and working with numbers
• Experience in collecting and analyzing data
• Strong leadership capabilities

Additional Qualifications:
1. A member of Zambia Institute of Purchasing and Supply (a must)
A member of Chartered Institute of purchasing and supply (an Advantage)
2. An Understanding of local contract and procurement law
Knowledge of USAID rules and regulations as related to contracts and cooperative agreements
Fluency in English

Skills and Abilities:
• Consistently works within internal process and procedures
• Strong interpersonal and team building skills
• Exceptional planning and time management skills
• Strong written and oral communication skills, including the ability to make a presentation
• Ability to problem-solve difficult issues
• Ability to multitask with ease, adapting to frequently changing priorities
• Good negotiating and conflict resolution skills
• Strong understanding of budgets
• Competence using common desktop applications and internal systems
Preferred Qualifications:
Experience overseeing and coordinating with international field offices preferred.

Job Experience: No Requirements

Work Hours: 8

Level of Education: Bachelor Degree

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Job application procedure
To apply for this job email your details to pactzambiajobs@pactworld.org

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