Job Title: Procurement Officer (Buying)
Team/Programme: Supply Chain
Grade: 4
Location: Lusaka

Safeguarding

• Save the Children does not tolerate any form of exploitation, abuse, or harassment against any person. It is the responsibility of all employees and representatives to protect all people who come in contact with our organization. Save the Children commits to applying the same standards to all its employees and subject them to the same processes regardless of their position, influence, or reputation within or outside of the organization.

Diversity, Equity & Inclusion

• Save the Children International’s Diversity Policy aims to promote equal opportunity in employment and to ban any kind of discrimination based on sex, age, social class, disability, HIV status, religion, race, and ethnicity.

ROLE PURPOSE:

The Procurement Officer (Buying) is responsible for procuring goods and services within Save the Children Zambia based on the needs of Save the Children’s programmes. The Procurement Officer will also support the Procurement Coordinator in:

• Ensuring that the right supplies and services are procured and that there is timely procurement and delivery of goods and services to programmes to deliver outstanding results for children.
• Ensuring best value for money is achieved through competitive and transparent procurement processes.
• The Procurement Officer (Buying) will also be responsible for the overall fleet management of the country office.

SCOPE OF ROLE:

• Reports to: Procurement Coordinator
• Staff reporting to this post: None

KEY AREAS OF ACCOUNTABILITY

Procuring Goods and Services (Buying)

• Responsible for receiving and reviewing procurement requests in prosave to ensure that they have the correct technical description, the procurement lead time/need-by date is reflected correctly, and is realistic to ensure that items are procured prior to the need-by date.
• Responsible for rejecting procurement requests received in prosave that do not have adequate technical descriptions and providing timely feedback to the programme requestor.
• Work closely with the programme requestor and agree on the Need By Date to ensure that once the service or goods have been delivered, the items are received in the Total Inventory Management System (TIM) or the service is immediately received in Prosave by the Programme Requestor.
• Closely monitor the Supply Chain Efficiency on Power BI to ensure that the KPI reaches the minimum KPI level of at least 85% on a monthly basis.
• Monitor the performance of suppliers or service providers to ensure they are delivering on time, documenting trends.
• Manage suppliers professionally and proactively, providing feedback to improve performance and leading periodic review meetings.
• Support the Lusaka and Field Offices with supplier registration on prosave to ensure that they are fully integrated into prosave in readiness for usage.
• Communicate with suppliers to ensure that the Local Purchase Orders are confirmed and that they are able to deliver the goods/services on time.
• Support with uploading Framework Agreements in prosave and ensuring that the contracts are linked.

Team Management and Capacity Building

• Where applicable, conduct performance reviews with line reports and ensure clear work and personal development objectives are established with timelines and regular feedback and support are provided.
• Develop strong relationships with field office programmes to support them in improving their procurement practices.

Fleet Management

• Support Supply Chain and Fleet Officer in ensuring that the fleet is managed according to the fleet guidelines.
• Work closely with Drivers to ensure that monthly reports are prepared on time and uploaded on the global Pro Fleet portal.
• Work with Drivers to ensure that fleet utilization and availability, among other KPIs, are within acceptable levels.
• Support the line manager in producing management information reports on a monthly and quarterly basis, including data analysis and recommendations for improving the efficiency of procurement processes.

Additional Job Responsibilities

• The duties and responsibilities as set out above are not exhaustive, and the role holder may be required to carry out additional duties within the reasonableness of their level of skills and experience.

BEHAVIOURS (Values in Practice)

Accountability

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
• Holds the team and partners accountable for delivering on their responsibilities, giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance, and applying appropriate consequences when results are not achieved.

Ambition

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development, and encourages their team to do the same.
• Widely shares their personal vision for Save the Children, engages and motivates others.
• Future-oriented, thinks strategically and on a global scale.

Collaboration

• Builds and maintains effective relationships with their team, colleagues, Members, external partners, and supporters.
• Values diversity and sees it as a source of competitive strength.
• Approachable, good listener, and easy to talk to.

Creativity

• Develops and encourages new and innovative solutions.
• Willing to take disciplined risks.

Integrity

• Honest, encourages openness and transparency, and demonstrates the highest levels of integrity.

QUALIFICATIONS

• BA/BSc in management, procurement or related fields, and/or Chartered Institute of Purchasing & Supply (CIPS) or equivalent.

EXPERIENCE AND SKILLS

• Minimum of 5 years of relevant experience working in procurement, preferably in an NGO/and/or development program, with in-depth experience in managing procurement processes.
• Strong knowledge and experience of implementing procurement processes, driving contract compliance, and embedding buying best practices.
• Excellent supplier management skills and a strong ability to hold suppliers accountable to deliver on their responsibilities.
• Knowledge of NGO/Donor policies and their compliance requirements in respect of Procurement and wider supply chain activity.
• Strong interpersonal and communication skills including influencing, negotiation, and coaching.
• Excellent organisational skills, with the ability to juggle multiple tasks with competing priorities, and simultaneously stick to deadlines, whilst maintaining relationships with suppliers and customers.
• Excellent reporting skills, particularly the ability to quickly develop clear and concise delivery tracking, scheduling or pricing, donor, and monthly KPI reports.
• Willingness to undertake field travel as required and work in difficult environments according to travel conditions.
• Excellent oral and written communication skills; Fluency in spoken and written English.
• Commitment to and understanding of Save the Children’s aims, values, and principles.

APPLICATION INSTRUCTIONS:

• QUALIFIED APPLICANTS SHOULD ONLY ATTACH A COVER LETTER AND AN UPDATED CV.
• The closing date for receipt of applications is Thursday, 6th December 2024. Only shortlisted candidates will be contacted.
• Save the Children reserves the right to re-advertise if suitable applicants are not found.
• Save the Children is an equal opportunity and affirmative action employer that does not engage in any practices which discriminate against any person employed or seeking employment based on race, colour, religion, gender, national or ethnic origin, age, marital status. We will never ask that you pay for anything as part of the selection process or thereafter.