Office Procurement Specialist at Chemonics International Inc

1. Position Title: Office Procurement Specialist (1 position)

 Reporting: Subcontracts, Procurement and Training Manager

 Principal Duties and Responsibilities

• Ensuring that project needs are met in a timely and cost-effective manner;
• Closely liaise with and provide all necessary assistance to the Subcontracts, Procurement and Training Manager in planning and executing assigned office procurements;
• Responsible for ensuring that all contract-specified grants related regulatory requirements (e.g., ADS) and procurement regulatory requirements (e.g. FAR and AIDAR) are met in a satisfactory and professional manner;
• Generating and tracking Local Purchase Orders (LPO) for requesting vendors and liaise with Zambia Revenue Authority (ZRA) to ensure that the project always has the most current and up to date VAT Exempt LPO booklet;
• Collaborating with internal stakeholders as well as external stakeholders to ensure efficient and timely completion of all procurements in line with the approved specifications and budget allocations;
• Participate in procurement evaluations to ensure compliance with Chemonics procurement guidelines as well as adherence to USAID procurement policies;

• Assisting the project procurement process on all levels, including paperwork, purchasing, and providing periodic status reports to the Subcontracts, Procurement and Training Manager;
• Preparing weekly procurement cycle update reports for internal sharing with user departments;

•   Initiating and maintaining an up to date procurement tracker at all times of all service contracts for smooth office operations;
• Guarantees that grant related and solicitation-based procurement files are maintained in a current and complete manner, and are audit-ready at all times;
•   Ensures that activities and procurement-related deliverables related to subcontracts are achieved on schedule, in accordance with approved specifications and within the allocated budget;
• Assisting with proper tagging of equipment and project-related deliverables in accordance with USAID regulations and in consultation with the Subcontracts, Procurement and Training Manager;
• Ensuring that the vendors or contractors fully comply with the project, USAID, or contracts terms and conditions;
• Assisting in preparing request for quotations (RFQ)/request for proposals (RFP), receive proposals, prepare spreadsheets for cost and tech evaluation documents;
• Supervising the Office Procurement Officer and ensure that performance appraisals are conducted on time as well as creating opportunities for professional development for improved and enhanced staff performance;
• Assisting the Subcontracts, Procurement and Training Manager in identifying opportunities for BPAs and their execution;
• Perform other related tasks and responsibilities that may be assigned.

Minimum Education Qualifications, Experience and Competencies

• Graduate Diploma CIPS; or Bachelor of Purchasing and Supply Chain Management; or Bachelor of Business Administration, or Diploma in a related field;
• Minimum of 4years administrative experience; procurement and inventory management experience preferred;
• Should be a paid member of Zambia Institute of Purchasing and Supply (ZIPS);
• Experience working on donor-funded development projects, and with USAID programs specifically, is preferred;
• Strong knowledge and understanding of USAID regulations, including U.S. government regulations for compliance and oversight;
• Written and spoken proficiency in English.

Location of Assignment

• The location of assignment is Lusaka, Zambia with intermittent travel throughout the country.

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