John Snow Health Zambia Limited

USAID Controlling HIV Epidemic for Key and Underserved Populations (CHEKUP II) Activity

JOB DESCRIPTION

Job Title: Procurement Manager

Department/Unit: Finance & Administration

Location: Lusaka, Zambia

Category: Full-Time

Reports to: Director of Finance & Operations

Background:

The USAID Controlling HIV Epidemic for Key and Underserved Populations (CHEKUP II) Activity is a five-year project to address the needs of people living with HIV (PLHIV) and those most at risk of acquiring HIV and contribute to HIV mitigation and epidemic control, improving the health outcomes of priority populations in the highest HIV-burden provinces of Zambia. USAID CHEKUP II is implemented by John Snow Health Zambia (JSH).

Position Description:

JSH seeks a dynamic and highly experienced candidate for the position of Procurement Manager to be based in Lusaka, Zambia. S/he will work closely with the finance and operations team to manage the procurement of goods and services for the project for Lusaka, Central, Eastern, Northern, Muchinga and Southern offices. This position will report to the Director of Finance & Operations and help in achieving the project’s goals and objectives.

Roles and Responsibilities:

• Supervise the Procurement team, including the development of individual roles and responsibilities, definition of tasks, development and documentation of professional development plans, and conducting performance appraisals with supervisors
• Prepare proposal documents; undertake bid analysis evaluations, placements and management of issuance of contracts.
• Ensure all purchase orders are raised in compliance with JSH policies and ensure that all applicable USG 2 CFR 200 requirements are followed and all approvals and documentation are in place.
• Maintain auditable records for all procured items which include all supporting documentation: PRs, RFQs, RFPS, RFAs where applicable, bid evaluations with the memorandum of negotiation, purchase orders, invoices and proofs of delivery.
• Act as a focal point of interaction with the CHEKUP II team in all areas concerning procurement.
• Work with other JSH projects to understand current pre-qualified vendors and coordinate for any pre-qualification procurements needed for recurring goods/services (e.g. hotels, stationeries, printing, etc).
• Train staff on and reinforce procurement policies and procedures, ensuring that staff develop the capacity to follow all applicable procurement rules correctly.
• Following verification of satisfactory receipt of goods or services, submit timely and complete payment documentation to JSH Finance staff.
• Provide monthly cash flow needs for local procurement to the Finance team in line with respective team budgets to ensure timely payment of local suppliers.
• Monitor supplier performance and provide input into the supplier management process.
• Prepare annual value-added taxes (VAT) report.
• Produce periodic status reports on procurement as required by JSH, CHEKUP II & USAID.
• Implement and adhere to JSH’s  procurement procedures including the upholding of diligent and ethical standards
• Perform other duties as assigned by the Director of Finance & Operation or other senior staff.

Qualifications:

• Bachelor’s Degree or higher in Purchasing and Supply logistics or any related field and 6 years of experience in procurement of goods and services.
• Sound knowledge of USAID procurement regulations.
• Understanding of strategic sourcing.
• General understanding of supply chain including planning and inventory.
• Strong representational and interpersonal skills.
• Must be a detail-oriented person with good organizational skills.
• Good written and verbal communication and presentation skills in English.
• Proficiency in common computer packages such as Word and Excel and familiar with the use of databases.
• Strong initiative and self-motivation required, with a commitment to teamwork.
• Experience working with an NGO preferred.
• Paid up member of ZIPS

Supervision and Reporting:

This position will work under the guidance and supervision of the Director of Finance & Administration.