Chemonics seeks an office procurement and administrative specialist for the USAID Zambia Program for Advancing Supply Chain Outcomes (PASCO) Activity. The project is a commodity distribution program that aims to create sustainable access to safe, effective, quality-assured, and affordable lifesaving health commodities by strengthening capacity for transportation and distribution systems in consultation with the Zambia Medicines and Medical Supplies Agency (ZAMMSA). The office procurement and administrative specialist will support project office procurement and operations and manage administrative tasks under the supervision of the office procurement and administration manager, to include coordinating reception. We are seeking individuals who have a passion for making a difference in the lives of people around the world.

Responsibilities include:

• Procurement
  • Initiate purchase action requests, clarify specifications with the requester to fully understand procurement needs.
  • Serve on technical evaluation committees for large or complex procurement processes.
  • Support line manager to ensure that the appropriate process and Chemonics Quality Management System templates are used and that all necessary reviews take place.
  • Support line manager to ensure applicable Federal Acquisition Rules (FAR) guidelines are followed and that all required waivers and documentation are in place.
  • Actively manage purchase orders, coordinate the follow-up of delivery dates of open purchase orders, and ensure that the procurement tracker is continuously updated.
  • Maintain auditable records for the procurement files and make sure that procurement files are completed and uploaded within the requested timeframe on SharePoint.
  • Perform procurement duties transparently and ethically.
  • Coordinate the collection and control of the accuracy of proof of delivery documents.
  • Prepare procurement packages to ensure completion before submission to the PASCO finance department.
  • Support procurement and logistics related to training events or workshops, to include conference booking and allowable stipend disbursement.
  • Support management of lease agreements oversight for office space, etc.
  • Promptly report any perceived or actual ethical concerns that may arise during the course of duty.
  • Other procurement duties as identified by the supervisor of record.

• Office Administration
  • Disseminate project policies and operating procedures; disseminate and train staff on proper implementation of these policies and procedures.
  • Support the project technical team to ensure they have administrative resources required to properly conduct their duties.
  • Support management of the fleet division to ensure vehicles are well-maintained and transport resources are allocated as necessary to complete project activities.
  • Support line manager to train staff in office procedures and inform them of all changes
  • Manage inventory of project equipment; record, update and regularly check inventory database is up to date including location of equipment
  • Support an efficient office filing system allowing easy access to contractually required reports, as well as any other reports required by Chemonics, the government of Zambia, and USAID
  • Ensure the filing, archiving, and digital uploading of all relevant administrative and contractual documentation.
  • Support the line manager in managing the physical office space, ensuring that there are functioning systems for office communications supplies, office administration and staff travel.
  • Support reception responsibilities, to include fielding calls, receiving visitors, and managing office supply records and replenishment.
  • Other office administration duties as identified by the supervisor of record.

Qualifications:

• Bachelor’s degree required.
• Minimum four (4) years’ experience in procurement and/or administration, at least three (3) of which must be for international development programs, preferably USAID projects.
• Previous experience managing and developing direct supervisees.
• Proven communication and organizational skills.
• Demonstrated ability to mitigate conflicts of interest and ethical risks in procurement processes.
• Demonstrated leadership and integrity.
• Excellent problem solving and decision-making skills.
• Written and spoken proficiency in English.