JSI Research & Training Institute Limited

JOB OPPORTUNITY

JSI Research and Training Institute, Inc. (JSI) is public health organization that is committed to improving the health and well-being of underserved and vulnerable people and communities throughout the world, and to providing an environment where people of passion and commitment can pursue this cause. JSI seeks highly qualified and accomplished public health leaders and staff for its United States Agency for International Development (USAID)-supported District Coverage of Health Services (USAID DISCOVER-Health) Project. The USAID DISCOVER-Health project aims to improve the lives of Zambians by ensuring equitable access to and use of high-quality HIV, maternal new-born and child health (MNCH), family planning and reproductive health (FP/RH) services and products at the district and community levels. The project utilizes and sustains a health model that maximizes the relative strengths of the public and private sectors to deliver health products and services that reach all beneficiaries and consumer markets.

JSI USAID DISCOVER Health Project is recruiting for the following position:

Job Title:         Procurement Specialist

Location:         USAID DISCOVER Health Project – Lusaka Head Office

Category:         Full Time

Reporting:      Procurement and Administration Manager

Main Responsibilities

• Maintain a register for all procurement documents received updated at all times.
• Update accruals on a daily basis by ensuring that the information have activity/budget code and complete description.
• Assist the Procurement and Administration Manager with review and approval of all procurement documentation.
• Process all accommodation requests for all staff in liaison with Administration and Finance.
• Ensure all invoices received for goods and services are logged in the invoice tracker in readiness for payment.
• Prepare all documentation pertaining to invoices and submit complete documentation to accounts for payment.
• Prepare and raise all ZRA LPOs ensuring accuracy and attention to detail, updating the tracking weekly
• Maintain and update RFQ/RFP trackers indicating current status
• Maintain a comprehensive e-filing system for Purchase orders, ZRA LPOs and scanned summaries, customs documents.
• Assist the Procurement and Administration Manager with other regions analyzing them and ensure complete procurement documentation are processed according to Operating Procedures.
• Assist the Procurement and Administration Manager, in issuing requests for quotations, compiling and analyzing cost information and the selection of vendors, including preferred vendors in line with Operating procedures.
• Maintain an up-to-date procurement tracker at all times for easy reference by all departments.
• Communicate and report all challenges to the Procurement and Administration Manager for resolution
• Ensure vendors receive and sign both JSI Local Purchase Order and ZRA LPOs and that invoices and receipts are issued for ALL purchases made by the project
• Maintain a filing system for all JSI USAID DISCOVER-Health contracts, service level agreement and Visual Compliance file for all vendors (to file alphabetically and to ensure they are updated every 6 regularly).
• Ensure that PR/Purchase Order book/Invoice book/ZRA LPO books are kept in safe custody with the Procurement and Administration Manager at COB every day.
• Maintain a working relationships relationship with strategic suppliers to assure cost, quality, and delivery targets are met.
• Submit weekly reports on issued and completed purchase orders.
• Ensure that issued purchase orders are performed within the required lead time.
• Perform sourcing, liaising and negotiating with new and existing suppliers to improve business.
• Provide update on outstanding payments for various vendors.
• Ensure that submitted payment are processed and proof of payment sent to vendors.
• Conduct bi-weekly stock count of office supplies and consumables to ensure that re-order levels.
• Provide updates about procurement related progress and potential delays on a daily basis to the Procurement and Administration Manager.
• Analyze market and delivery trends so as to develop procurement technologies and processes that support those trends.

Required Skills, Experience and Qualifications

·       Grade 12

·       Diploma/Degree in Purchasing & Supply, Public Administration, Business Administration or equivalent

·       A registered member of the Zambia Institute of Purchasing & Supply

·       Minimum of 3 years’ experience in a similar position.

·       Demonstrated ability to manage time and perform to strict deadlines.

·       Excellent computer skills required: including MS Word and Excel spreadsheets.

·       Good interpersonal and teamwork skills.

·       Good writing and organizational skills.

·       Ability to multi-task