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Procurement Officer at Pact

  • Full Time
  • Lusaka
  • 00 USD / Year
  • Salary: 00

Pact

Pact Overview

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.

Department Overview

Pact seeks a highly qualified Project Officer to work on Pact Zambia’s portfolio of projects. These include CHEKUP, ACHIEVE and most importantly the five-year USAID/Zambia Integrated Health Activity (ZIH) contract. ZIH is a five-year project led by Pact in partnership with Center for Infectious Disease Research in Zambia, Circles of Hope, Mothers2Mothers, Copper Rose Zambia, Zambia Network of Young People Living with HIV, and Viamo. ZIH will improve health outcomes of Zambians through equitable access to high-quality health services in the areas of client-centered HIV, tuberculosis; maternal, newborn and child health; family planning; and reproductive health. The project will reduce mortality, morbidity, and HIV transmission for sub-populations in Northwestern, Copperbelt, and Central Provinces. Pact works closely with the Zambian Ministry of Health to attain the country’s goal of reaching HIV epidemic control (95-95-95) by 2030.

The activity will be delivered through three main components namely:

  1. Increase coverage of comprehensive and person-centered HIV, TB/HIV, FP/RH, MNCH prevention, diagnosis, care, treatment and support services in both communities and health facilities.
  2. Increase utilization of community and facility-based quality and person-centered integrated HIV, TB/HIV, FP/RH, MNCH services; and
  3. Increase capacities of Provincial and District Health Offices to improve quality and sustain Direct Service Delivery of integrated HIV, TB/HIV, FP/RH, MNCH during and beyond the life of the activity.

Key Responsibilities

Under the supervision and guidance of the Procurement Manager the Procurement Officer will be responsible for the following:

Procurement Preparation and Planning

  • Consult with the unit heads on the main types of goods & services needed and procurement planning.
  • Ensure all procurement requisitions submitted for processing are duly signed and approved by relevant staff and cost center owners.
  • Conduct market assessments of best sources of products and services and their prices.
  • Assist the Procurement Manager maintain vendor relationships by conducting regular visits for updates on goods and services and to ensure that contractual terms and conditions are adhered to.
  • Assist the Procurement Manager identify potential suppliers and verify their eligibility before adding them to the list of suppliers approved by the COP. The incumbent will ensure that the list is updated regularly.
  • Keep abreast of 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 by the Procurement Manager
  • Ensure goods supplied by vendors conform to quality as specified in the procurement requisition and are fit for project purpose.
  • Ensure that all procurements are done according to Pact internal policies and procedures as well as donor requirements.
  • Ensure that all codes of ethics are followed, and the personal and business conduct is in line with the Pact Zambia Procurement Manual.
  • Review purchase requisitions and cross check with price targets to ensure that all specifications are clear and corresponding authorizations have been obtained.
  • Ensure that all requests for quotations are clear and matching with the purchasing requisitions.
  • Review bids and quotations in accordance with price targets and specifications and will prepare a quotes summary sheet.
  • The incumbent will always negotiate with suppliers regarding price reductions, payments, delivery terms and shipping options.
  • Ensure a procurement tracker is prepared and shared with the Procurement Manager and key program staff.
  • Ensure vendor transparency in terms of contract/ LPO awards.
  • Raise the ZRA LPO upon receipt of vendor invoice.

Record Keeping and Reporting

  • Ensure proper filing of all procurement documents.
  • Maintain an approved supplier list and will update when necessary.
  • Create and maintain vendor files with the necessary details by service category. He/she will track the status of each procurement request and will update management and requestors through weekly status reports.

Procurement Communication and Coordination

  • Give advance notice to the Operations Assistant to receive goods.
  • Resolve any procurement quantity discrepancies and communicate with vendors for returns e.g., damaged goods.
  • Will liaise and follow up with the Finance team to ensure payments are conducted in a timely manner.
  • Assist the procurement manager 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.

Qualifications, Skills and Experience

Qualifications

  • Bachelor’s Degree in Purchasing & Supply, Public Administration, Business Administration or equivalent.
  • A member of Zambia Institute of Purchasing and Supply (necessary)
  • A member of Chartered Institute of purchasing and supply (an Advantage)

Skills and Experience

  • Minimum 5 years experience as a Procurement Officer
  • Knowledge of USAID rules and regulations as related to contracts and cooperative agreements.
  • Knowledge of sourcing and procurement techniques
  • Understanding of local contract and procurement law
  • Proven attention to details.
  • Experience using computers and software at work and proficiency with MS Word and MS Excel is essential.
  • Strong written and oral communication skills, including the ability to make presentations.
  • Ability to multitask with ease, adapting to frequently changing priorities.
  • Good negotiating and conflict resolution skills
  • Fluency in English

Method of Application

If you believe you are the ideal person we are looking for, please submit your application letter and a Curriculum Vitae online via email describing why you are the right candidate for this position detailing your experience and three (3) professional referees from your previous and current place of employment. Please send the application through Email: pactzambiajobs@pactworld.org and indicate the position title you are applying for in the subject line. Only the applications sent by email will be reviewed.

The deadline for receiving applications is Sunday – 24th March 2024.

Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.

Only shortlisted candidates will be contacted.

To apply for this job email your details to pactzambiajobs@pactworld.org