Summary
Date Posted: Wednesday, March 30, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Senior Procurement Officer
Job purpose
The Senior Procurement Officer will be responsible to support procurement activities in the country, providing the purchasing (procurement) of goods (works) consulting, and non-consulting services in accordance with Public Procurement regulations and Zampost policies through competitive processes. The Senior Procurement Officer will be required to adhere to Zampost’s Code of Business Ethics and Conduct.

Main accountabilities
1. Undertake business needs assessment, supply market analysis, and commercial risk assessment to inform procurement planning and sourcing decisions.
2. Provide technical and management support with the development of tender-related documents referring to Zampost procurement policies and procedures.
3. Liaise with the store’s officer and finance team to manage inventory operations and track inbound delivery of goods.
4. Apply due diligence in the choice of new vendors and consult with related staff members when necessary to assess possible risks.
5. Establish/maintain/manage relationships with suppliers including soliciting and negotiating quotes; maintaining continuous communication with suppliers including order confirmation, following up on deliveries, and communicating delivery, quality, and shelf‐life problems with the suppliers as they arise.
6. Review procurement records to ensure compliance, maintain appropriate purchase documentation, and obtain the necessary approvals.
7. Ensure due diligence compliance by ensuring all vendors are vetted through the established system and perform past performance checks.
8. Develop and administer contract management plans, negotiate changes and modifications, supplier performance management, and compliance requirements through effective supplier relationships to enhance business outcomes.
9. Plan and lead contract negotiations in the establishment and review of supply arrangements to deliver value for money procurement outcomes.
10. Provide an audit trail for probity audit and procurement processes, decisions, and contractual arrangements.
11. Develop and/or assist in developing procurement policies, procedures, and guidance documents.
Procurement Analysis
• Effectively engage stakeholders and develop procurement strategies based on sound knowledge of business needs and supply markets.
• Identify a number of different supply markets from which a category can be sourced and assess the optimal approach.
• Develop robust, detailed spend models using data from a variety of sources, providing insight into supply markets and internal demand analysis.
• Apply strategic tools such as supply positioning, market segmentation analysis.
• Undertake supplier/customer performance checks and effectively translate the outcomes into procurement sourcing strategies.
• Research and provide competitive procurement options to deal with a limited supply of products and services.
• Review and select tools and systems solutions developed to suit the application needed.
Strategic Sourcing
• Manage categories or large areas of expenditure.
• Engage supply markets and internal stakeholders positively to achieve effective communication and conditioning.
• Analyze all internal and external procurement information to effectively develop supply base strategies for major procurement projects.
• Prepare procurement documentation that is professional, well-structured, and concise, uses appropriate language and contains relevant information for high-value/high risk projects.
• Demonstrate expert knowledge of the supplier evaluation and selection process and manage the process for high-value/high-risk projects.
• Develop evaluation plans that allow for a multi-stage evaluation and assessment of several potentially competing criteria and complex value for money calculations.
• Conduct straightforward debriefs and develop detailed contract management plans that include defined KPIs, a predetermined approach to feedback, and an action plan to address non-performance issues.
Procurement Risk Management
• Develop risk mitigation strategies for complex procurement arrangements.
• Proactively keep abreast of risk management processes and effectively use systems and practices to input project risk logs and opportunity assessment activities within own team.
• Develop risk mitigation strategies for complex and large procurement projects, ensure appropriate ownership of risk between the organization and the supplier (i.e. allocation of risk where it is best managed).
• Champion compliance as a key procurement risk mitigation strategy.
Key Knowledge
• Familiar with Public Procurement processes and procedures as prescribed in the PPA Act 2020 & PP Regulations 2011.
• Knowledge in Preparation of the various types of Tender Documents, Procurement Committee Papers, Minutes, and Statutory Reports.
• Able to generate Annual Procurement Plans.
• Familiar with Zampost products & services and Knowledge of processes, products & user department’s specifications.
• Ability to conduct market research using Procurement / Logistics knowledge.

Key Skills
• Verbal & written communications, Self-confidence, Analysing skills, Ability to perform routine & repetitive work, Customer focus, ability to deal with multiple priorities.
• Ability to effectively negotiate with Suppliers.
• Ability to use Microsoft Excel, MS Word, MS PPT.
• Management of vendor database and development of product and services price catalog.

Key Attributes / Competencies
Quality focus, Respect, methodical & systematic, consultative, diplomacy & tact, integrity, relationship builder, service orientation, rule follower, action-oriented, compliant, decisive.

Minimum Qualifications
1. Degree in Purchasing and Supply Chain Management or
2. Graduate Diploma in Purchasing and Supply from the Chartered Institute of Purchasing & Supply (CIPS) Level 6. (MCIPS)
3. Minimum five (5) years of relevant experience, at the national and international levels, in procurement, administration, and/or other directly-related technical fields are required.
4. Must be a fully paid member of the Zambia Institute of Purchasing and Supply (MZIPS)
5. Analytical skills and ability to undertake complex analysis and price comparisons of multiple vendor quotes/bids required; Competency and experience with spreadsheets required.
6. Ability to prepare procurement reports providing periodic status updates as necessary required.

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure
All interested candidates should submit hard copies of application letters with supporting certificates, and a detailed curriculum vitae indicating three (3) minimum traceable referees through EMS to the address below:
The Manager Human Resources
Zambia Postal Services Corporation
Plot No. 5050 – 5051, Zambia Road
Industrial Area
Ndola
The deadline for receiving applications is Friday 15th, April 2022.
Zampost is an equal opportunity employer. Only shortlisted candidates will be contacted.

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