SCOPE OF WORK

USAID SCALING UP NUTRITION TECHNICAL ASSISTANCE (SUN TA)

PROCUREMENT MANAGER (GRADE 10)

1. Project Background:

The Scaling Up Nutrition Program is a cross-ministry and multi-donor program to reduce stunting in Zambia through implementation of the Government of the Republic of Zambia (GRZ) 1,000 Most Critical Days Program. SUN TA provides support and direct technical assistance to sub-national local government departments in target districts to plan, implement, coordinate, and monitor integrated nutrition-sensitive and nutrition-specific activities to reduce the rate of stunting among Zambian children under two and improve the nutritional status of pregnant and lactating mothers. USAID has identified two main objectives that address stunting, including (1) Adequate Quantity and Quality of Dietary Intake among Target Groups; and (2) Adequate Health Conditions for Biological Utilization of Nutrients. SUN TA interventions increase access and availability of safe, diverse, nutritious food; adoption of better child feeding and household hygiene practices; and access to improved health, water, and sanitation services. The project prioritizes sustainability by improving intra-household joint decision making and building the capacity of local government and their stakeholders to ensure coordination, accountability, and learning, following the Scaling Up Nutrition model.

2. Purpose:

The Procurement Manager oversees and conducts the procurement of goods and services for the project. He/she plays a pivotal role in ensuring integrity, fairness, and transparency in procurement processes, as well as adherence to policies, procedures, and controls. The position procures across a variety of industry sectors and engages in contract management, dispute resolution, relationship and vendor management.

3. Place of Performance and Reporting:

The Procurement Manager will report to the Director Finance and Administration located in Lusaka.

4. Responsibilities and Tasks:

• Ensure integrity, fairness, accuracy, and transparency in procurement processes according to DAI procedures laid out in the Field Operations Manual.
• Ensure and enforces compliance with DAI and USAID policies and regulations.
• Participate in activity planning to prepare for required procurements.
• Through market research efforts, identify and qualify potential suppliers (and products/services).
• Ensure that beneficial, ethical, and open supplier relationships are created and maintained per DAI and USAID procurement policies.
• Determine appropriate source selection methods for complex procurements in compliance with regulations and policies.
• Assist technical and other non-procurement staff in understanding the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or to determine other technical specifications related to the procurement of products and services.
• Review requisition documentation, cost estimates, and statements of work for accuracy and completeness.
• Oversee solicitation bids and quotes from vendors in adherence with policies and procurement requisitions.
• Prepare cost evaluation data, and source selection documentation.
• Conduct price/cost reasonability analyses.
• Monitor, track, and expedite project procurement activities and delivery status of goods and services.
• Liaise and ensures regular communication between the operations team and the technical team to plan for and provide approval for goods and services delivered including the completion of documentation necessary to issue payments to vendors.
• Ensure that complete procurement-related backup documentation is maintained and submitted for payments.
• Perform regular spot reviews of procurement files to ensure completeness, accuracy, and compliance.
• Monitor warehouse management and distribution of inputs to the district offices.
• Assist and collaborates in external or internal audits as necessary.
• Other duties as may be assigned by Director Finance and Administration  for successful achievement of procurement activities.

5. Supervisory Responsibilities:

The Procurement Manager will supervise the Procurement Officers and Procurement Assistant.

6. Education and Experience:

• Bachelor’s Degree in a related field, Master’s Degree preferred.
• 10+ years of progressive experience in a similar role.
• Must be a full paid up member of ZIPS.
• Demonstrated knowledge of USAID, and or international donor procurement and subcontract management and administrative principles and regulations preferred.
• Strong communications skills and ability to negotiate effectively.
• Proven problem-solving skills and exceptional customer relations when dealing with both internal and external parties.
• Well organized and self-directed individual with sound technical skills and analytical ability.
• Good judgement and infallible ethical standards.

7. Key Result Areas

• Transparency in procurement processes according to DAI procedures laid out in the Field Operations Manual.
• Compliance with DAI and USAID policies and regulations.
• Preparation of  cost evaluation data, and source selection documentation.
• Ensure that complete procurement-related backup documentation is maintained and submitted for payments.
• Ensures regular communication between the operations team and the technical team to plan for and provide approval for goods and services