Available Positions at Pact Zambia

At the heart of Pact is the promise of a better tomorrow. The promise of a healthy life. Of a decent livelihood. Of sustainable natural resources that benefit communities. Now more than ever in its 42-year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.

Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems, and transforming markets into a force for development

Core Values: Pact employees embrace the following core values as representatives of the institution:

  • all people have a right to participate in decisions affecting their lives
  • gender equity is mandatory for social transformation
  • resources are allocated in a transparent manner, guided by accountability to our clients and Pact’s role as steward of resources intended for the poor
  • diversity in background, gender and age strengthen our capacity to be wise managers of public and private funds
  • teamwork and collaboration shape our day-to-day working relationships
  • innovation and risk taking to achieve impact and broad scaleable results drive strategic priorities
  • gathering and sharing information are primary roles for all employees
  • staff growth and advancement are a priority, including training and professional skills building to increase knowledge and competence and to stay abreast of new developments, especially in technology
  • a healthy balance between work and life outside of work must be maintained for work satisfaction and fulfillment

Position Summary: This position exists to efficiently and effectively manage and coordinate all aspects of procurement for Pact Zambia in order to ensure that all units and operations have adequate goods and services to perform their duties

Specific Duties:

Procurement Preparation and Planning

  • The officer will consult with the unit heads on the main types of goods & services needed and procurement planning.
  • The officer will maintain vendor relationships by conducting regular visits for updates on goods and services and to ensure that contractual terms and conditions are adhered to.
  • He/she will identify potential suppliers and verify their eligibility before adding them to the list of suppliers approved by the COP.
  • The Procurement Officer will keep abreast with any government regulations e.g. taxes and importation procedures

Procurement of Goods and Services

  • Review quotations for accuracy and validity.
  • Prepare Bid Analysis forms, Negotiation Memos for review
  • Ensure goods procured are received in good order.
  • Ensure that all procurement is done according to internal policies and procedures as well as donor requirements.
  • He/she ensures that all codes of ethics are followed and the personal and business conduct is in line with the
    Pact Zambia Procurement Manual.
  • The incumbent will devise new methods of improving on procurement efficiencies and will annually update the Procurement Manual and its support tools.
  • The Procurement Officer will review all purchase requisitions and will cross check with price targets to ensure that all specifications are clear and corresponding authorizations have been obtained.
  • He/she will ensure that all requests for quotations are clear and matching with the purchasing requisitions.
  • The incumbent will review all bids and quotations in accordance with price targets and specifications and will prepare a quotes summary sheet.
  • The Procurement Officer will propose a Bid Review Committee to the Admin Manager for approval and will ensure that all guidelines are followed as stipulated in the Procurement Manual and bids are analyzed in a competitive manner whilst considering all costs and benefits.
  • The incumbent will always negotiate with suppliers regarding price reductions, payments, delivery terms and shipping options.
  • He/she will follow the necessary procedure to purchase goods from HQ when the need arises. Prepare purchase orders or contract as needed and in adherence to the set policies and procedures.

Record Keeping and Reporting

  • Ensure proper filing of all procurement documents.
  • He/she will maintain an approved supplier list and will update when necessary.
  • Create and maintain vendor files with the necessary details by service category and evaluate suppliers every 6 months and generate a report with recommendations depending on supplier performance.

Procurement Communication and Coordination

  • The Procurement Officer will give advance notice to the Administrative Officer to receive goods.
  • He/she will provide details of fixed asset procurements and will segregate duties and documents and goods should be allocated to assigned recipients.
  • Resolve any procurement quantity discrepancies and will communicate with vendors for returns for e.g. damaged goods.
  • Will liaise and follow up with the Finance team to ensure payments are conducted in a timely manner.
  • The Procurement Officer will prepare award letter, agreements and memos whenever necessary.
  • Keep requestors informed on the status of local and international orders and will coordinate with other departments to ensure that requests are received in time and have clear specifications.
  • He/she will respond to audit queries in a timely and professional manner and will collect pricing information for budgeting and planning purposes.
  • The incumbent will expedite all orders and keep up to date fraud prevention and share with other staff.
  • The Procurement Officer will assist in advancing in the use of new technologies and applications to improve procurement process efficiencies.

Basic Requirements

  • Proven 3 – 5 years working experience as a procurement officer
  • Knowledge of sourcing and procurement techniques
  • Talent in negotiations and networking
  • Aptitude in decision-making and working with numbers
  • Experience in collecting and analyzing data
  • Strong leadership capabilities
  • Degree in Purchasing and supply chain management, logistics or business administration
  • Understanding of local contract and procurement law
  • Knowledge of USAID rules and regulations as related to contracts and cooperative agreements
  • Fluency in English and Proficiency in a local language

Skills and Abilities:

  • Consistently works within internal process and procedures
  • Strong interpersonal and team building skills
  • Exceptional planning and time management skills
  • Strong written and oral communication skills, including the ability to make a presentation
  • Ability to problem-solve difficult issues
  • Ability to multitask with ease, adapting to frequently changing priorities
  • Good negotiating and conflict resolution skills
  • Strong understanding of budgets
  • Competence using common desktop applications and internal systems

Interested & Qualified applicants should send their resumes to [email protected] indicating the Position Title in the Subject line on or before 17 March 2017.

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