John Snow Health Zambia Limited: Operations Officer

Background:

John Snow Health Zambia (JSH) with support from USAID through the eSCMIS Project will continue assisting the Government of the Republic of Zambia in the rollout of next-generation electronic supply chain management information system (eSCMIS). The eSCMIS Project aims to increase the use of health services, decrease disease burden and increase the quality of life through ensuring appropriate quantities and quality of health commodities are available at health facilities to meet patient demands. Continuing the rollout of and provision of technical support to the existing eLMIS will enable a seamless transition from the activities being done under predecessor projects. Establishing public-private partnerships to promote sustainability and eSCMIS transition to the government are key objectives in Zambia during this 5-year project plan. The eSCMIS Project will work closely with and in support of the Ministry of Health.

Position Description:
JSH seeks a dynamic and highly experienced candidate for the position of Operations Officer to be based in Lusaka, Zambia. The Operations Officer will provide programmatic and operational support including managing day-to-day financial and procurement activities to help achieve the eSCMIS project and JSH organizational goals and objectives. The Operations Officer will work closely with JSH’s finance team under the supervision of the Procurement Specialist.

Roles and Responsibilities:

• Support the finance and procurement team in the preparation of documentation for voucher review, processing, and approval per JSH and USAID policy.
• Respond to all vendor inquiries and maintain vendor files including reconciling vendor statements, research, and correct discrepancies.
• Support the finance team in the month-end closing.
• Prepare tender documents; undertake tender evaluations, placements, and management of contracts.
• Maintain auditable financial and procurement files and documentation (FPRs, FPQs, bid evaluations with the memorandum of negotiation, purchase orders, invoices and proofs of delivery) thoroughly and accurately, per company policy, accepted accounting and procurement practices and USAID rules and regulations.
• Support the Procurement Specialist in pre-qualifying vendors for some procurements (e.g. quotes from hotels valid for 3 to 6 months).
• Work with staff on procurement guidelines, ensuring that staff develops the capacity to follow all applicable procurement rules correctly.
• Following verification of satisfactory receipt of goods or services, coordinate timely payment with the JSH Finance team.
• Provide monthly cash flow needs for local procurement to the JSH Finance team in line with respective team budgets to ensure timely payment of local suppliers.
• Produce periodic status reports on procurement as required by JSH, eSCMIS & USAID.
• Implement and adhere to JSH’s personnel and fraud management policies.
• Perform other duties as assigned by the Procurement Specialist and/or Finance Manager.

Qualifications:

• Diploma or higher in procurement, accountancy, logistics or any related field.
• 2-3 years of experience in finance, administration, and procurement of goods and services.
• Financial, administrative, and procurement experience with USAID-funded project & knowledge of USAID rules & regulations.
• Basic understanding of strategic sourcing and understanding of supply chain including planning and inventory.
• Proficiency in Microsoft Word & Excel.
• Experience with QuickBooks preferred.
• Excellent verbal & written English.
• Strong representational and interpersonal skills.
• Must be a detail-oriented person with good organizational skills.
• Strong initiative and self-motivation required, with a commitment to teamwork.
• Experience working with an NGO preferred.

Supervision and Reporting:

The Operations Officer will work under the guidance and supervision of the Procurement Specialist.

Mode of Application:

Send an application via email ONLY to [email protected]. In the subject line please indicate the position you are applying for; only those applications that reference the position in the subject line will be reviewed. Your application should consist of a cover letter and CV with three references and full addresses and contact information (email required).

Closing Date: May 4, 2020

Please note that you do not need to apply if you don’t meet the minimum requirements. Only candidates meeting the minimum requirements will be contacted. If you have not heard from us within 3 weeks after the closing date, kindly assume that your application was not successful.

John Snow Health Zambia, Limited is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or military status (special disabled veterans or veteran status) in any employment decisions.