Latest Job Adverts
PROCUREMENT ASSISTANT |
Pact Zambia |
Advert
Posted 2019-01-15 00:33:07
Pact Overview
At the heart of Pact is the
promise of a better tomorrow. The promise of a healthy life. Of a
decent livelihood. Of sustainable natural resources that benefit
communities. Now more than ever in its 42-year history, Pact is helping
millions of people who are poor and marginalized discover and build their own
solutions and take ownership over their future.
Pact enables systemic solutions
that allow those who are poor and marginalized to earn a dignified living, be
healthy, and take part in the benefits that nature provides. Pact accomplishes
this by strengthening local capacity, forging effective governance systems, and
transforming markets into a force for development
Project Overview
The USAID-funded Zambia Community
HIV Prevention Project (Z-CHPP) supports the Government of Zambia to reduce new
HIV infections through increased adoption of high impact HIV services and
protective behaviors among at-risk populations, using evidence-based and
locally owned solutions and in close partnership with a range of local Zambian
organizations and institutions.
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.
Specific Duties:
Procurement of Goods and
Services
§
The procurement Assistant 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.
§
Review quotations for accuracy
and validity.
§
Prepare Bid Analysis forms,
Negotiation Memos for review by the Finance Officer
§
Ensure goods procured are
received in good order. Resolve any procurement quantity discrepancies and will
communicate with vendors for returns for e.g. damaged goods.
§
Assist in moving goods from
vendor stores/warehouse to the Pact store and coordinate distribution with the
purchasing departments or usage within Pact. Ensure that all procured goods and
Inventory is well secured and accounted for.
§
Ensure that all procurement is
done according to 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 Assistant 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 Assistant will review all
bids and quotations in accordance with price targets and specifications and
will prepare a quotes summary sheet.
§
The Assistant will always
negotiate with suppliers regarding price reductions, payments, delivery terms
and shipping options.
§
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 exoneration in accordance with our
exception status in the country.
§
Ensure proper filing of all
procurement documents.
Procurement Communication and
Coordination
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The Procurement Assistant will
give advance notice to the Administrative and Logistics Officer to receive
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.
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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.
§
Reconciliation of ZRA LPO VAT
documentation
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He/she will support and train on
procurement management and will provide coverage for other staff when required.
Basic Requirements and skills
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Minimum Diploma in Purchasing and
supply chain management, logistics or business administration or equivalent
§
Understanding of local contract
and procurement law
§
Knowledge of USAID rules and
regulations as related to contracts and cooperative agreements
§
Member of ZIPS
§
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
§
Fluency in English
Pact 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.
Interested and Qualified candidates should send their
application letter ad CV to zchpp@pactworld.org indicating
the Job Title in the Subject line on or before the due date 18 January 2019.