SOS Children’s Villages is a child focused organization and an affiliate of the SOS Children Villages International. It is non-governmental, non-political, non-denominational, and non-racial. Its overall mission is to build families for children in need, help them shape their own futures and share in the development of their communities. To realise the mission of the organisation, SOS Children’s Villages is recruiting for the under listed position.

Procurement Officer (1) –Chipata

Qualifications & Experience 

1. Full Grade 12 School Certificate
2. Diploma in Procurement Management, CIPS Diploma, or any equivalent qualification
3. Minimum of three (3) years’ experience
4. Computer literate
5. Driver’s license

Personal Attributes 

• Ability to effectively interact within the organization, corporate and media houses.
• Ability to work within strict deadlines.
• Ability to multi task
• Be of high moral standing and personal integrity.

Reporting Lines  
The job holder will administratively report to the Regional Program Manager and technically to the National Procurement Officer.

Role objective 

Responsible for coordinating and execution of delegated/approved purchasing functions; ensure transparency, credibility and value for money in supply contract terms, quality, costs and fulfilment/delivery timelines (of procured goods and services) across the organization. This will include tendering processes and administration of contracts in accordance with the procurement process, policies, and procedures of the organization.

Key Responsibilities  

Purchasing

• Ensure purchasing compliance in contracting of suppliers and vendors .
• Identify, control and develop purchasing processes and practices, to ensure the Location obtains the best value for expenditure on goods and services.
• Provide support and advice to Location Management and staff on procurement matters.
• Review of purchasing arrangements with suppliers including price, delivery, performance and discounts to achieve reduced supply chain costs to the organization.
• Develop, compile, reconcile, and/ or update information in vendor databases to provide effective processing, information management and reporting.
• Ensure compliance to the organization’s purchasing procedures.
• Co-ordinate the overall operation of Location’s purchasing function to ensure goods, works and services are provided at the most competitive rates.
• Obtain quotations for the purchase of goods, works and services to authorized limits
• Provide staff training at location level on purchasing processes, procedures and guidelines.
• Liaise with the organization’s suppliers to ensure the most up-to-date data is available for the supply of goods and services.
• Ensure delivery of purchased goods and services at Location level and ensure that the end users confirm the correctness of the procured goods and services.
• Monitor location procurement trends and implement improved procedures.

Tendering

• Co-ordinate, monitor and review the tender and quotation process at the location, and where necessary, in consultation with the National Procurement Officer.
• Co-ordinate acquisition and disposal of organization’s assets for the location.
• Examine performance requirements, delivery schedules and estimates of costs of materials, equipment and production to ensure completeness, accuracy and compliance with engaged vendors at Location Level.
• Work hand-in-hand with the National Procurement Office on the contracting of vendors engaged at Location level
• Facilitate vendor registration processes
• Facilitate the creation of Service Level Agreements/Framework Agreements with vendors for effective service delivery

Contract Management 

• Drafting and negotiation of contracts and subsequent administration.
• Preparation of Contract changes and amendments.
• Review submissions from providers for conformity to contract specifications and make recommendations on acceptable contracts.
• Direct activities concerned with contracts for purchase or sale of equipment, materials, products or services.
• Examine performance requirements, delivery schedules and estimates of costs of materials, equipment and production to ensure completeness and accuracy.

General 

• Participate in the review purchasing/ ordering procedures, policies and guidelines when set by the National Procurement Officer or the Head of Department/Location
• Ensure transparency, credibility and adherence to all organizational processes, policies and procedures relating to procurement.
• Preparation of reports and presentations to management as required.
• Assisting with input and development of the procurement policies, systems and procedures.
• Working in liaison with the Administrative personnel in the management of logistics and stores.
• Ensure high level of integrity and honesty when handling procurement processes for children to contribute to their safeguarding and protection
• Process procurements related to any emergencies pertaining to any matters that hinge on child safeguarding and protection

Closing date for receipt of applications is Friday 23rd February, 2024