The overall responsibility of the Procurement Officer is to serve the administration and logistics department by managing the procurement process of goods and services.

The position holder ensures that a good relationship is created and sustained with suppliers, records of suppliers are created and maintained with all relevant data and that he/she is available to carry out all other official work as directed by the Procurement and Supply Chain Manager.

Dimensions of the Role

• The Procurement Officer reports to the Procurement and Supply Chain Manager

• The Procurement Officer has the responsibility for coordinating purchases of materials and items needed by various FLMZ departments ensuring that they are of high quality at the best and cost effective prices.

Typical Responsibilities – Key End Results of Position

Procedures, process and applications support

• Systems support: Collect, update and maintain data that theses to analyse and review the procurement process useful for reports and strategy development.

Responsibility :

• Negotiate the best deals for pricing on behalf of FLMZ.

• Maintain and update list of suppliers, specification of items they stock relevant to the needs of FLMZ, pricing, expected modes of payments, conditions and timings of delivery.

• Coordinate actual purchases of goods and services approved by Procurement and Supply Chain Manager following other laid down procedures with the finance department.

• Maintain spreadsheet records of actual purchases, pricing, and other important data like invoices and receipts.

• Create and maintain good relationships with vendors/suppliers.

• Ensure that the products and supplies are of high quality.

• Review and analyse all vendors/suppliers, supply, and price options.

• Develop plans for stocking bulk purchases in liaison with the Asset management officer.

Knowledge, Skills, and Experience Required to Achieve Roles Objectives

Educational Qualification and Experience

• Diploma in Procurement. A bachelors degree will be of added advantage. Full Grade 12 certificate or its equivalent compulsory.
• At least 3 years work experience as a procurement officer or in a similar position.
• Must be a member of the Zambia Institute of Purchasing and Supply with a valid practicing license
• Fluency in English spoken and written
• Competency in computer skills (MS Word, Excel, etc.) with a manifest readiness to learn ministry specific software quickly.
• Valid Class B Zambia driver license.

Skills Specific to Post:

• Solid knowledge and understanding of procurement processes, policy, and systems
• Be a strong negotiator.
• Accurate and precise attention to detail.
• Be motivated to be a high performer and an organised team player.
• Exhibits and promotes Christian principles of servant leadership in decision making and working with other members of staff, especially in conflict resolution.
• Handle emergencies: Ability to stay calm under pressure, communicating professionally always and take decisions quickly
• Promotes innovation and learning amongst team members to achieve goals.
• Communicates clearly and effectively both verbally and written.
• Ability to multitask, prioritize, and manage time efficiently.

• Gains, develops and retains credibility for personal relationships with others and job performance.

• Ability to work well with others in a multi-disciplinary and cross-cultural environment.

• Creates strong direction for own part of organisation to serve the needs in the overall Family Legacy context.

• Strong analytical skills in problem solving and strategic thinking.

• Excellent listener who understands and shows sensitivity to the needs of others/other programs and works to serve those needs through procurement.

• Strong planning and organizational skills.

• Contributes effectively to the work of other departments and the ministry.

• Aware of own strengths, weaknesses and pro-active in using feedback for self-development.

• Positive about change and able to cope well with complex tasks and support others in doing so.

Competencies and values

Respectful, servant-hearted, humility, team-oriented, integrity, diversity, commitment to excellence, adaptability, able to perform under stress, innovation, building and maintaining Biblically based relationship, communicating effectively, listens well, coaching and mentoring, facilitating change, initiating action, strategic decision making, planning and organizing, leading through vision and mission and a personal commitment to children’s development and protection.