Summary
Date Posted: Monday, December 05, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Chemonics seeks an office procurement and administration manager for the USAID Zambia Program for Advancing Supply Chain Outcomes (PASCO) Activity. The project is a commodity distribution program that aims to create sustainable access to safe, effective, quality-assured, affordable lifesaving health commodities by strengthening capacity for transportation and distribution systems in consultation with the Zambia Medicines and Medical Supplies Agency (ZAMMSA). The office procurement and administration manager will work with the PASCO operations director to develop and implement project policies and operating procedures and will lead and manage processes to establish procurement contracts for commodities and services to support project activities. We are seeking individuals who have a passion for making a difference in the lives of people around the world.

Responsibilities include:
• Procurement
o Provide support to the PASCO logistics team on the management of logistics service provision subcontracts as needed.
o Review purchase action requests, clarify specifications with the requester to fully understand procurement needs.
o Liaise with technical staff and external partners to develop and revise scopes of work for operational subcontracts.
o Determine the appropriate procurement mechanism (Purchase Orders, Blanket Purchase Agreements, Indefinite Quantity Contract, etc) for the project to use for specific contracts.
o Organize and chair technical evaluation committees for large or complex procurement processes.
o Ensure that the appropriate process and Chemonics Quality Management System templates are used and that all necessary reviews take place.
o Ensure that all applicable Federal Acquisition Rules (FAR) guidelines are followed and that all required waivers and documentation are in place.
o Ensure that orders are actively managed, coordinate the follow-up of delivery dates of open purchase orders, and ensure that the procurement tracker is continuously updated.
o Identify issues with day-to-day procurement processes and proactively resolve and/or communicate the issues to management.
o Maintain auditable records for the procurement files and make sure that procurement files are completed and uploaded within the requested timeframe on SharePoint.
o Performs procurement duties transparently and ethically.
o Coordinate the collection and control of the accuracy of proof of delivery documents.
o Conduct a thorough review of all procurement packages to ensure completion before submission to the PASCO finance department.
o Manage procurement and logistics related to training events or workshops, to include conference booking and allowable stipend disbursement. Support the development of policies and procedures related to hosting training events.
o Manage lease agreement execution and oversight for office space, etc.
o Effectively supervise administrative staff under their supervision.
o Promptly report any perceived or actual ethical concerns that may arise during the course of duty.
o Other procurement duties as identified by the supervisor of record.
• Office Administration
o Work with the operations director to develop project policies and operating procedures; disseminate and train staff on proper implementation of these policies and procedures.
o Support the project technical team to ensure they have administrative resources required to properly conduct their duties.
o Supervise fleet division to ensure vehicles are well-maintained and transport resources are allocated as necessary to complete project activities
o Train staff in office procedures and inform them of all changes
o Monitor the inventory of project equipment; record, update and regularly check inventory database is up to date including location of equipment
o Put in place and manage an office filing system allowing easy access to contractually required reports, as well as any other reports required by Chemonics, the government of Zambia, and USAID
o Liaise with the Chemonics Washington Office and ensure the filing, archiving, and digital uploading of all relevant administrative and contractual documentation;
o Take main responsibility for managing the physical office space, ensuring that there are functioning systems for office communications supplies, office administration and staff travel.
o Other office administration duties as identified by the supervisor of record.

Qualifications:
• Bachelor’s degree in procurement and supplies, business administration, public administration, or related field, master’s degree preferred.
• Minimum of eight (8) years of progressively responsible procurement and office administration experience in medium to large development projects and/or organizations
• Knowledgeable of USG rules and regulations
• Experience working for a USAID implementer in Zambia required
• Experience supporting procurement processes for logistics related subcontracts preferred
• Knowledge of various contracting mechanisms, amongst others: firm fixed price subcontracts, cost-reimbursable subcontracts, and blanket purchase agreements
• Ability to exercise confidentiality and high levels of ethics and professionalism
• Strong initiative and self-motivation required, with a commitment to teamwork
• Advanced knowledge of Microsoft Word, Excel, and PowerPoint
• Excellent interpersonal and communications skills
• Demonstrated leadership, versatility, and integrity
• Fluency in spoken and written English required

Work Hours: 8

Experience in Months: 96

Level of Education: Bachelor Degree

Job application procedure
To apply please send a resume and expression of interest to ZambiaPASCORecruitment@chemonics.com with a subject line of “PASCO Office Procurement and Administration Manager” by December 7, 2022. No telephone inquiries, please. Finalists will be contacted.
Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.



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