SOS Children’s Villages is a child focused organization and an affiliate of the SOS Children Villages International. It is non-governmental, non-political, non-denominational, and non-racial. Its overall mission is to build families for children in need, help them shape their own futures and share in the development of their communities. To realise the mission of the organisation, SOS Children’s Villages is recruiting for the under listed position.

SOS Children’s Villages holds strict child safeguarding principles and a zero-tolerance policy for conducts of sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Recruitment decisions will give due emphasis to assessing candidates’ value congruence and thorough background checks and police clearance reference check processes

Procurement Officer (2) – Livingstone & Chipata

Qualifications & Experience

• Grade 12
• Degree in Procurement Management or Diploma in CIPS or higher, Purchasing and Supply, Logistics and Supply or any related discipline
• Minimum of two (2) years’ experience
• Computer literate
• Clean Driver’s license

Reporting Lines

The job holder will report to the Location Programs Manager

Role objective

Responsible for coordinating and execution of delegated/approved purchasing functions; ensure transparency, credibility and value for money in supply contract terms, quality, costs and fulfilment/delivery timelines (of procured goods and services) across the organization. This may include tendering processes and administration of contracts and vendor engagements in accordance with the procurement process, policies, and procedures of the organization.

Key Competencies

Contract Management Skills

• Ability to collaborate with different groups of individuals
• Strong understanding of the business context of contracts
• Ability to negotiate effectively
• Understanding of agreements and contract terms

Vendor Relationship Management

• Excellent communication skills
• Awareness of different industries
• Ability to relate well with people and network

Flexible

• Able and willing to work outside of standard office hours when need arise.

Communication

• Professional, courteous, responsive and friendly manner
• Able to build strong supportive working relationships with co-workers
• Able to build excellent rapport with vendors, visitors and all external parties meeting SOS Children’s Village Zambia
• Able to write clearly and provide reports.

Administration

• Excellent record keeping skills

Organisation

• Highly organised and able to respond quickly to daily demands of the position
• Great attention to detail and accuracy in work

Compliance

• Adheres to SOS Children’s Village rules and regulations in all aspects of administration and of the work.
• Strict compliance to SOS Children’s Village Safeguarding policies and the Code of Conduct

Key Responsibilities

2.1 Purchasing

a) Ensure purchasing compliance in contracting of suppliers and vendors.
b) Identify, control and develop purchasing processes and practices, to ensure the Location obtains the best value for expenditure on goods and services.
c) Provide support and advice to Location Management and staff on procurement matters.
d) Review of purchasing arrangements with suppliers including price, delivery, performance and discounts to achieve reduced supply chain costs to the organization.
e) Develop, compile, reconcile, and/ or update information in vendor databases to provide effective processing, information management and reporting.
f) Ensure compliance to the organization’s purchasing procedures.
g) Co-ordinate the overall operation of Location’s purchasing function to ensure goods, works and services are provided at the most competitive rates.
h) Obtain quotations for the purchase of goods, works and services to authorized limits
i) Provide staff training at location level on purchasing processes, procedures and guidelines.
j) Liaise with the organization’s suppliers to ensure the most up-to-date data is available for the supply of goods and services.
k) Ensure delivery of purchased goods and services at Location level and ensure that the end users confirm the correctness of the procured goods and services.
l) Monitor location procurement trends and implement improved procedures.

2.2 Tendering

a) Co-ordinate, monitor and review the tender and quotation process at the location, and where necessary, in consultation with the National Procurement Officer.
b) Co-ordinate acquisition and disposal of organization’s assets for the location.

2.3 Contractor Management

a) Examine performance requirements, delivery schedules and estimates of costs of materials, equipment and production to ensure completeness, accuracy and compliance with engaged vendors at Location Level.
b) Work together with the National Procurement Office on the contracting of vendors engaged at Location level
c) Facilitate vendor registration processes
d) Facilitate the creation of Service Level Agreements/Framework Agreements with vendors for effective service delivery

2.4 General

a) Participate in the review purchasing/ ordering procedures, policies and guidelines when set by the National Procurement Officer or the Head of Department/Location
b) Ensure transparency, credibility and adherence to all organizational processes, policies and procedures relating to procurement.
c) Preparation of reports and presentations to management as required.
d) Assisting with input and development of the procurement policies, systems and procedures.
e) Working in liaison with the administrative personnel in the management of logistics and stores.

Closing date for receipt of applications is Thursday 21st November, 2024