The Procurement Officer will provide technical leadership in the supply chain management in the organization in line with existing policies & procedures while enforcing transparency and accountability in the procurement process to ensure value for money for Amref Health Africa in Zambia.
PRINCIPAL RESPONSIBILITIES
Procurement of Goods, services and works
• Responsible for the consolidation and implementation of organisational procurement plans;
• Development & implementation of Service Level Agreements (SLA) for provision of goods & services
and training of the end users.
• Ensure compliance with Amref procurement principles, standards, and policies; donor regulations; and local statutory requirements.
• Manage the procurement process of goods, services and civil works in line with existing Policies and
procedures.
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• Carrying out price comparisons and ensure purchase of goods and services are in accordance with
specifications
• Ensure procurement of goods, services and works is done within the prevailing market prices
• Manage communication with the vendors and internal stakeholders on the delivery schedules
• Support development and establishment of standards and specifications for the procurement of goods and services
• Oversee all logistical aspects of movement of goods and services to various destinations points
• Fast tracking delivery of all procurements putting emphasis on emergency procurement
Frameworks and contract management
• Ensure that all frameworks are re-procured at least every two years and while ensuring best value for
money
• Ensure all frame agreements are embedded in the ERP
• Lead in prequalifying suppliers, developing and maintaining an up to date supplier database
• Managing contracts with suppliers of goods and services with particular close oversight of Fast-Moving Goods.
• Review supply contracts to evaluate overall revisions, price and past performance of each contract prior to bid or renewal
Disposal
• Coordinating the disposal of obsolete assets and stocks bi-annually
• Advising the Procurement committee on disposal methods and procedures
Procurement Manual and Policy
• Develop procurement procedures by laws in line with the master procurement manual
• Ensuring proper understanding and adherence to donor and Amref Health Africa rules and regulations across all field Offices
Enterprise Resource Planning (ERP)
• Ensure the functionality of E-Tendering module and mapping of contract management in ERP
• Train staff on the use of ERP and on general best practise on procurement
Capacity Building
• Training the end users on existing policies and procedures and any new updates
• Organising for supplier forums on expectations of Amref Health Africa
• Supporting improvement of workflows in countries
• Providing advice and guidance for effective and efficient implementation of procurement plans
Inventory Management
• Lead in the maintenance and control of stocks inventory
• Developing and overseeing the effective working of the stores management system
• Updating records of new assets acquired for purposes of insurance
• Preparing of stock take schedules biannually and annually at the main office and all field offices
Tendering and Tender Committee facilitation
• Prepare prequalification and tender documents, receipt of bids and analysis
• Participating in Procurement committee activities and meetings and act as its secretary/Alternate exofficio to Procurement committee
• Preparation of Tender documents to be presented in Procurement Committee
• As a secretary of the evaluation committees, advises on procedures
Reporting
• Preparing monthly and quarterly procurement reports to track procurement efficiency
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• Prepare supplier performance reports as required
Staff Management
Supervise, mentor, manage and motivate staff for optimal performance
EDUCATION, EXPERIENCE AND ABILITIES
Education and Experience
• Bachelor of Business Administration and Management/ Supplies Management;
• Diploma in Purchasing and Supply Chain Management (CIPS) or
• Diploma in Logistics
• Master’s degree in Purchasing and Logistics will be an added advantage
• 5 years working experience in a similar or equivalent role; experience in an International NGO is
desirable
• Experience in Purchasing, Logistics or Supply Chain Management.
• Good understanding of the local market forces and pricing system
• Good knowledge of various donor procurement regulations (an added advantage)
• Must be a member of Zambia Institute of Purchasing and Supply (ZIPS).
Knowledge, Skills and Competencies
• Effective communication abilities
• Strong interpersonal skills
• Proficient in IT
• Capable of delivering engaging presentations
• Skilled in problem-solving
• Flexible and adaptable
• Strategic and analytical thinker
• Demonstrates high integrity, commitment, and values diversity
• Collaborative team player with excellent interpersonal capabilities
• Self-motivated and adept at working independently under pressure and meeting tight deadlines in
diverse environments
• Upholds confidentiality
• Displays maturity
• Able to prioritize effectively amid competing demands