Purpose

Support the Procurement Unit in undertaking all procurement requirements of the Country Office. This includes sourcing, negotiating, purchasing and liaising with all vendors/suppliers and ensure implementation of Procurement processes and procedures.

Responsibilities:

• Support the development of the consolidated procurement and implementation plan.
• Perform procurement functions including; Soliciting for quotations, negotiating prices, delivery and after sale services with vendors, raising Purchase Orders, Tax letters and forwarding to vendors/suppliers.
• Generate Basis for Vendor Selection (BVS) and ensure that it is fully approved.
• Ensure that purchase orders are shared with the stores Officer.
• Ensure that invoices for vendors are submitted to Finance for timely payment.
• Assist in the clearance of shipments from customs or any other government body in collaboration with appropriate staff.
• Work with Stores Officer to ensure that documentation related to donation/hand over of supplies or equipment to facilities supported by Jhpiego is properly kept.
• Work with Stores Officer and Administration Manager in ensuring that all office equipment are captured in the inventory as soon as such have been delivered to Jhpiego Zambia.
• Provide support to the annual inventory counts as appropriate. (delete)
• Maintain and update procurement records and ensure that copies are properly filed.
• Implement the procurement s /policies as outlined by Jhpiego.
• Assist in coordinating with Baltimore staff on approvals, shipments, clearing and deliveries to the office.

Required Qualifications

• Degree in purchasing and supply or other related field
• Minimum 5 years relevant experience.
• Experience working in a large procurement unit
• Experience working in a busy office
• Computer skills including demonstrated hands on-experience in MS Word, MS Power Point, and MS Excel.
• Data base management
• Proficiency in both written and spoken English
• An understanding of relevant legislation USG regulations , policies and procedures relating to procurement
• Experience working in a multicultural organization
• Self-motivated, proactive and have a positive attitude to work requiring minimum supervision.
• High attention to detail
• Hardworking, flexible & dependable.
• Ability to communicate effectively, instilling trust and confidence.
• Excellent interpersonal and communication skills.
• Be of high integrity and have a sense of confidentiality
• Be willing to take on extra responsibilities, sometimes working overtime, in order to achieve the goals/objectives set by the organization