Summary
Date Posted: Wednesday, January 08, 2020 , Base Salary: Not Disclosed

JOB DETAILS:
Logistics and Supplies Officer at Village Water Zambia
Village Water Zambia is an Non Governmental Organization supporting rural communities and schools with safe water and sanitation facilities in Western, North western and Copperbelt provinces of Zambia . VWZ seeks to recruit an innovative, self-motivated, dynamic, enthusiastic and suitably qualified individual to fill the vacant position as published below to be based at Head Office in Lusaka reporting to the Finance and Administration Manager.
Position: Procurement and Logistics Officer
Purpose of the job
To ensure the smooth and efficient running of Village Water Zambia procurement and logistics operations and service delivery through the provision of timely acquisitions and deliveries, accurate record keeping, appropriate and timely procurement information; Ensure the VWZ fleet is well maintained and meets all statutory requirements for road-worthiness, including insurance, road tax, and ensuring records are up to date. .

Job Responsibilities:
Procurement:
• Ensure Village Water Zambia Procurement processes and systems are followed at all times.
• Produce and work with weekly procurement calendar based on project programmes and key dates as shown on purchase order requisitions.
• Produce and distribute to Head of Finance a twice-monthly cash requirement forecast based upon procurement calendar.
• Manage procurement exercises at least quarterly, collecting three quotes for required items and record each procurement exercise accurately to align with project programmes for budget submittals
• Liaises with user department in verifying specifications to ensure timely and compliant procurements.
• Produce Purchase Orders with the correct process codes and in accordance with VWZ systems and process and submit to the Finance and Administration Manager for payment approval.
• Prepares bidding documents for formal tenders and manages tender closing and opening in coordination with FAM
• Coordinate in consultation with FAM, tender evaluations, prepares evaluation reports recommending preferred bidders and coordinates contract awards to ensure competitive tendering and adherence to ZPPA Act and Procedures.
• Prepares contracts for awarded suppliers, contractors and consultants, obtains necessary approvals and manages approved contracts.
• Ensures that all contract management documents are properly kept and archived as required.
• Ensure delivery of materials for each project in a timely manner and in keeping with dates shown on Purchase Order Requisitions – produce schedule for transportation/delivery and distribution. Negotiate discounted rates with suppliers wherever possible and identify which suppliers offer the best quality goods at the best rate ensuring value for money and keeping accurate records of such at all times.
• Ensures that an up-to-date list of suppliers and contractors is maintained in conformity with VWZ procedures and guidelines
• Strive at all times to reduce VWZ approved budget costs through bulk buys, discounted rates, timely delivery dates whilst maintaining quality and programme.
• Daily update of all Project Forecast Expenditure Reports to reflect actual purchases/expenditure with a twice monthly project report produced for harmonisation exercise with Finance Officer
• Ensure that all VWZ documentation in regards to procurement of project materials is accurate and filed appropriately for accountability purpose
• Assist the Administrator in the management of VWZ rented properties.
• Ensure regular communication and responsiveness with the Construction Engineers, operations Manager, Site Agents, Training & Livelihoods team and Finance Department
• Conduct quality checks/inspections to ensure procured materials/services meet VWZ specifications
• Perform other such duties that may be assigned by line manager
Asset/Fleet Management
• Ensure timely, accurate record keeping and submittal to the Finance and Administration Manager, Purchases records to ensure the VWZ Register of Assets and Capital is kept up to date
• Conduct asset/inventory exercise on a quarterly basis following the VWZ Asset and Procurement policies and ensuring results are accurate. Submit to and work with Finance and Administration Manager to ensure accuracy in both locations of and type of capital/asset recorded
• Make suggestions/recommendations in the maintenance, repair, replacement, or retirement of VWZ capital and assets, including the identification of appropriate service providers for approval by management.
• Ensure all VWZ vehicles are maintained in line with VWZ guidelines. Produce schedule of maintenance for distribution to Managers and Head of Finance. Prepare Purchase Order Requests for any works to be carried out in accordance with VWZ procurement policies.
• Ensure that all VWZ Vehicles are branded with the VWZ Zambia logos.
• Ensure staff driving VWZ vehicles are authorised and assessed.
• Ensure compliance to VWZ vehicle policy.
• Ensure that appropriate vehicle hand over and take over procedures are followed.
• Ensure vehicle road tax, fitness and insurance are up-to-date and renewed for all VWZ vehicles.

Job Skills: Not Specified

  Job Qualifications:
• Full Grade 12 School Certificate with 5 ‘O’ levels including English & Mathematics
• Minimum Level 3 Diploma with the Chartered Institute of Purchasing and Supplies (CIPS) or its equivalent.
• Previous work experience in a related field
• Excellent communication and team work skills
• Good computer skills in Microsoft Outlook, Word and Excel
• Valid driver’s licence
• Excellent negotiating skills
• Excellent organisation and planning skills

Job Education Requirements: Not Specified

Job Experience Requirements: Not Specified

{module 312}

Job application procedure
Only those candidates who meet the above requirements should submit their application letters and Curriculum Vitae (CVs) and day-time telephone numbers to:-
The Finance and Administration Manager, Village Water Zambia, Plot number 8652A, Kudu Road, Kabulonga, P. O. Box 30539, Lusaka Zambia.
Applications can also be submitted by email to: mevis@villagewaterzambia.org.zm 
ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED
Applications should reach VWZ Office not later than 17 January, 2020
Village Water Zambia upholds the principle of equal employment opportunities to all without discrimination on the basis of gende.

All Jobs

QUICK ALERT SUBSCRIPTION

{module 316}