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• Company: Institute for Health Measurement Southern Africa (IHM)
• Location: Zambia
• State: Lusaka
• Job type: Full-Time
• Job category: Logistics/Transportation Jobs in Zambia

Job Description

Job Title: Procurement and Logistics Officer

Location/Country: Lusaka, Zambia
Department/Unit: Operations/Finance
Job Grad: IHM8

Purpose of the job

The position will be responsible for the sourcing and purchasing of goods and services that for IHM Zambia that provide value for money through procurement processes, which are fair, competitive, transparent and compliant to Donor rules and applicable laws

Reporting Structure

Finance Manager

Job Holder / Person Specifications

Academic & Educational Qualification

• Bachelor’s degree in Procurement and Logistics, or any relevant field.
• Professional qualification in Procurement such as CIPS/ZIPS is an added advantage
• Full grade 12 school certificate.
• Member of Zambia Institute of Purchasing and Supply (ZIPS)

Knowledge and Experience

• Minimum of three (3) years’ working experience performing similar duties in a diverse organization.
• Knowledge of donor-funded procurement rules and regulations is required.
  An understanding of relevant legislation USG regulations, policies and procedures relating to procurement

Skills and Competencies

• Excellent and effective communication skills – verbal and written.
• Time management and ability to multitask.
• Tracking Budget Expenses, Managing Processes and Reporting Skills
• Ability to collaborate with others to achieve agreed results and outcomes.
• Ability to work both independently and as an effective team member
• Ability to manage time, set priorities and plan workload to meet objectives.

Key Result Areas (Major Duties and Responsibilities)

1. Service Delivery

Support IHM in the development and implementation of innovative and sustainable procurement guidelines, procedures and policy
Identify opportunities for new and integrated supply agreements
Gain economic savings and increased service levels from suppliers
Development of Key Performance Indicators for new and existing suppliers and monitoring of these
Monitor internal procurement systems and processes and ensure that compliance is achieved across the organization
Undertake, complete and assist in specific procurement projects and provide ongoing monitoring as required including working with budget managers throughout the respective financial year
Provide staff with training on IHM’s procurement systems and processes to a knowledge level relevant to their position

2. Inventory Management, Storage, and Distribution

To manage Inventory for the project by providing proper details of the products by maintaining a proper inventory management system
Ensure that the inventory management system provides proper information to management to enable them to make procurement decisions including managing storage space and on-time delivery of products to the requestor.
To ensure that project equipment and supplies are well managed to avoid damages, pilfering and obsolete, etc., and ensure a buffer of 25% stock is maintained in a quality storage facility.
Ensure physical security and access controls to project equipment and supplies

3. Relationship Management

Develop and maintain strong relationships with internal and external stakeholders to ensure optimal performance
Work collaboratively, negotiate and engage with key stakeholders to facilitate delivery and compliance with the purchasing strategy
Communicate with stakeholders the impact of market change and potential effects on supply. Recommend solutions without compromising quality or service while optimizing cost
Stay current and up to date on any changes that may affect the supply and demand of needed products and materials and advise others of any impact
Contribute to new projects initiatives and projects and review and communicate the impact on Purchasing activities
With the Team Lead, develop new or improved purchasing procedures to maintain cost containment and efficiency of IHM operations.

4. General Procurement Tasks

Participate in the negotiation of contract terms on a range of procurement and monitor delivery of exact specifications.
With team lead, update policy and systems for IHM procurement and identifying what is procured locally and what internationally.
Plan, coordinate, and manage the central procurement activities for IHM including storage and delivery.
Monitor procurement processes and compliance with IHM and Donor rules and regulations
Implement sourcing strategies to support IHM competitive advantage in the areas of materials, supplies, and services.
Work with the requestor to prepare specifications, compare bids received and present recommendations on purchases to management.
Develop contracting arrangements, in liaison with Contracts and Grants, with selected vendors which meet IHM standards on quality assurance.
Ensure that all procurement in IHM is carried out in a timely and efficient manner and in compliance with IHM’s value for money and transparency and donor guidelines/regulations on procurement.
Coordinate formal bids and requests for proposals (RFPs).
Manage suppliers, cost, quality, and performance delivery.
Undertake tendering, evaluation, placement and monitoring of a portfolio for project procurement.
Manage and maintain an up to date and accurate procurement tracker

GENERAL INFORMATION: The employment contract is for an initial period of One (1) year with renewal dependent on performance and availability of funding.

Method of Application

Interested applicants meeting the above-mentioned requirements should send their job application and CV as a single document by email to [email protected]. The application should also include the following:

Copies of academic and professional certificates A written essay with a minimum of 300 words on the following topic: “Explain the emerging role of digital end-to-end system integration in the procurement process and its impact on business performance and value creation for organizations”

The closing date for receiving all applications is 13 October 2021. Incomplete applications will not be considered. Note that ONLY shortlisted applicants will be contacted.

IHM is an Equal Opportunity Employer promoting gender, equity, and diversity. Female candidates are strongly encouraged to apply.