Job Title: Procurement Officer

Location: Lusaka

Position reports to: Finance and Administration Manager

JOB PURPOSE SUMMARY

To provide procurement support in the acquisition of goods and services and ensure that contracts for essential services and goods are in place to aid the organization to attain optimal cooperation between cost, quality, safety, and deadlines.

JOB SPECIFICATIONS

• Conduct market research to identify and onboard suppliers for the provision of goods and services to iDE Zambia.
•  Participate in activity planning to prepare for required procurements.
• Perform regular spot reviews of procurement files to ensure completeness, accuracy and compliance.
• To negotiate for the best possible terms and conditions with suppliers of goods and services.
• Evaluate received quotations and make recommendations to the approvers.
• Ensure integrity, fairness and transparency in procurement processes in accordance with the laid down procurement procedures in the iDE procurement policy.
• Apply iDE’s tendering and contracting procedures in line with the iDE’s procurement policy.
• Ensure that all contractors conform to iDE’s procurement requirements and draft appropriate service level agreements to properly evaluate the performance of suppliers, and report on this on a regular basis.
• Clarify service requests with originators to ensure requirements are adequately described in the scope of works and the correct specifications are obtained.
• Deal with both internal and external contractors and ensuring that all issues are dealt with promptly.
• Timely procurement and delivery of goods and services.
• Control spend and build a culture of long-term saving on procurement costs.
• Prepare job orders
• Draft an appropriate service level agreement to properly evaluate the performance of suppliers, and report on this on a regular basis.
• 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.
• Oversee solicitation bids and quotes from vendors in adherence with policies and procurement requisitions.
• Review inventory and update as required
• Assist and collaborates in external or internal audits as necessary

QUALIFICATIONS, EXPERIENCE AND SKILLS

1)    Full grade 12 Certificate

2)    Diploma in Purchasing and Supply or equivalent, Bachelor’s degree added advantage.

3)    Must be a full paid-up member of ZIPS.

4)    At least three years’ procurement experience in a Non-Profit Organization.

5)    Demonstrated knowledge; international donor procurement and subcontract management and administrative principles and regulations preferred.

SKILLS AND ATTRIBUTES REQUIRED

1)    Strong communications skills and ability to negotiate effectively.

2)    Proven problem-solving skills and exceptional customer relations when dealing with both internal and external parties.

3)    Ability to multi-task with a high level of accuracy and attention to detail;

4)    Excellent written and verbal English skills;

5)    Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.

6)    Must be attentive to detail

7)    Strong organizational and planning skills

8)    Ability to identify priorities and work accordingly

9)    Able to work under pressure

10) Willingness to learn and take on new tasks.

11) Must be flexible with a positive attitude

12) Good analytical skills

13) Demonstrated ability to manage time and perform to strict deadlines;

14) Ability to manage office equipment like computers, printers and other office equipment;