Principal Duties and Responsibilities

The Procurement Specialist will support the Procurement Manager in executing processes to establish and implement subcontracts to support project technical and operational activities. The Procurement Specialist will support compliance with Chemonics and USG regulations during solicitation, execution, and close-out of procurement contracts.

Specific Tasks

• Perform procurement duties transparently and ethically.
• Promptly report any perceived or actual ethical concerns that may arise during duty following published reporting protocol.
• Review purchase action requests, clarify specifications with the requester to fully understand procurement needs.
• Liaise with technical staff and external partners to develop and revise scopes of work for technical and operational subcontracts.
• Utilize the appropriate procurement mechanism (Purchase Orders, Blanket Purchase Agreements, Indefinite Quantity Contract, etc) for the project to use for specific contracts.
• Participate in technical evaluation committees for large or complex procurement processes, to include Indefinite Quantity Subcontracts (IQSs) for outsourced distribution that relies on 3PL distribution vendors.
• Ensure that the appropriate process, procedure, and Chemonics Quality Management System templates are used and that all necessary reviews take place.
• Support Procurement Manager to ensure all applicable Federal Acquisition Rules (FAR) guidelines are followed and that all required waivers and documentation are in place.
• Support Procurement Manager to ensure that procurement orders are actively managed, coordinate the follow-up of delivery dates of open purchase orders, and ensure that the procurement tracker is continuously updated.
• Provide compliance support and coordinate closely with PASCO technical teams and 3PL distribution subcontracts regarding technical implementation of the subcontracts and technical validation of proof of delivery documents.
• Maintain auditable records for the procurement files and ensure they are completed and uploaded within the requested timeframe on SharePoint.
• Coordinate the collection and control of the accuracy of proof of delivery documents.
• Compile procurement packages for the Procurement Manager’s review to ensure completion before submission to the PASCO finance department.
• Support procurement and logistics related to training events or workshops, to include conference booking. In coordination with the administration team, develop policies and procedures related to hosting training events.
• Support lease agreement execution for office space, etc.
• Other procurement duties as identified by the supervisor of record.

Minimum Qualifications, Experience, and Competencies

• Bachelor’s degree in procurement and supplies, business administration, public administration, or related field, master’s degree preferred.
• Member of Zambia Institute of Purchasing and Supply (ZIPS).
• Minimum of four (4) years’ experience of progressively responsible procurement in medium to large development projects and/or organizations preferred.
• Ability to exercise confidentiality and high levels of ethics and professionalism required.
• Knowledge of USG rules and regulations.
• Experience working for a USAID implementer in Zambia preferred.
• Experience supporting procurement processes for logistics related subcontracts (ideally focusing on outsourced distribution) preferred.
• Knowledge of various contracting mechanisms, amongst others: firm fixed price subcontracts, cost-reimbursable subcontracts, and blanket purchase agreements.
• Strong initiative and self-motivation required, with a commitment to teamwork.
• Advanced knowledge of Microsoft Word, Excel, and PowerPoint.
• Excellent interpersonal and communications skills.
• Demonstrated leadership, versatility, and integrity.
• Fluency in spoken and written English required.