PEACE CORPS/ZAMBIA

GENERAL SERVICES CLERK: VA- 15/2024

Peace Corps/Zambia wishes to invite applications from suitably qualified persons to fill the position of General Services Clerk.

Open to: All Sources

Location: Lusaka

Work Schedule: Full Time 40 hours/week

Starting Salary:  ZMW 198,906.66 – ZMW 313,988.58 Per Annum

General Description:

The General Services Clerk provides logistical, procurement, and administrative support to Post. S/he has the responsibility for data entry into Maximo Inventory System and other GSO systems and timely generation of reports. The General Service Clerk is also responsible for assigned procurement activities. S/he is also responsible for completing physical inventory counts within the Lusaka office, and in maintaining inventory management for assigned locations. The position reports to the General Services Manager and works closely with the General Services team, the Finance team, and all teams requesting procurement actions.

Tasks & Deliverables

Procurement

• Prepare and process Micro Purchase Form (MPF) as assigned.
• Solicit bids required for various goods and services following Peace Corps procurement rules and regulations.
• Draft procurement analyses and selection memos as requested.
• File approved MPF.
• Update Work Order Tracking Sheet through all stages of the procurement process.
• Follow-up with vendors regarding delivery and invoicing.
• Process VAT local purchase orders and share with vendors.
• Identify new vendors and collect required vendor documentation for inclusion in vendor database.
• Assist with all IT hardware procurements and servicing for PCVs and main office.

Inventory Management & Disposals

• Ensure all required property and items are entered into Maximo and properly tagged with an inventory tag number in order to maintain an accurate inventory of Peace Corps property including property located in the residences, at the main office, at the provincial offices.
• Update Maximo System with new items bought and items sold, lost or damaged.
• Complete Maximo reports as needed.
• Assist in physical inventory activities.
• Assist in the disposal of surplus property and/or auctions in compliance with Peace Corps rules and regulations.
• Maintain inventory in assigned stores in USDH residences and ensure that assigned warehouses are kept clean and orderly.
• Complete physical inventory of supplies on a monthly basis providing reports to GSM and DMO

Facilities

• Assist with information for all required reports on leases.
• Assist the GSM in the coordination of vendor selection and ensure provision of general maintenance and repair for the Peace Corps offices, Peace Corps office grounds, and USDH staff residences.
• Ensure completion of necessary safety and security upgrades to offices, USDH staff residences, and other Peace Corps facilities
• Collect utility bills (water and electricity) on a monthly basis and submit them for payment. Review charges for all offices and residences and ensures meter readings are regularly monitored and appropriate.
• Update the Green Power Consumption Report on a monthly basis.
• Manage supply and refilling of cooking gas canisters at USDH residences.
• Manage welcome kit and make ready for USDH residences as well as all preparations for moving-in and out of residences.
• Manage warehousing facilities including regular inventory counts, issuing requests from warehouses, ensuring stock levels are adequate, maintain acceptable warehousing standards and safely move furniture and other supplies as needed.

Other Duties:

• Other duties as may be assigned including but not limited to back up Motorpool Coordinator or General Services Manager upon request,

Minimum Requirements:

In order to be selected for this position, the applicant must be legally eligible to work in Zambia, must not have been employed in intelligence-related activities, and must submit an application that clearly documents how they meet each of the following requirements:

• Successful completion of secondary school with a diploma in the field of Administration/Logistics/ Procurement or related field is required
• Minimum of two years’ work experience in the field of Administration/ Logistics/ Procurement and related fields including a clean driving record and experience.
• In- depth knowledge and understanding of procurement processes, inventory record-keeping, and general maintenance and repair
• Good working knowledge of English and proficiency with Microsoft based applications such as Word, Excel, and Power Point

Preferred Qualifications:

• Possession of a degree in a related field.
• Membership of the Zambia Institute of Purchasing and Supply.

• Professional experience with a donor-funded, multi-cultural organization.

• Working experience with USG or donor-funded programs

Ability to pass required medical tests and SMITH driving training course for driving Peace Corps’ vehicles.

• Not evaluate or withhold an offer to an individual who has current or prior connections with intelligence activities or agencies through employment, related work, or even family relations.
• Not evaluate or to withhold an offer of a personal services contract to an individual that has a history of poor past performance or conduct as a Peace Corps Trainee, Volunteer, or staff member (USDH, PSC, or FSN).
• Withhold an offer of a personal services contract to an individual that is a relative or household member of a current Peace Corps staff member.