Procurement Manager

CHILDFUND ZAMBIA is seeking a Procurement Manager to work on an expected 5 years, DFID-funded Nutrition Project in Zambia. The Scaling Up Nutrition Program is a cross-ministry and multi-donor program to reduce stunting in Zambia through implementation of the Government of the Republic of Zambia (GRZ) 1,000 Most Critical Days Program. The first phase, referred to as SUN 1.0. was funded by several donor organizations and significant lessons were learned regarding coordination and implementation. The Government of the Republic of Zambia (GRZ) and cooperating partners are currently embarking on the next phase, SUN 2.0., managed by DfID and funded by several cooperating partners will enhance the management and implementation of the Pooled Fund by providing high-level technical assistance including support for planning, implementation and monitoring at the district and sub district levels.

ChildFund in partnership with SNV will be managing the SUN II Fund. This role is responsible for efficient, transparent and effective management and administration of the Multi-Donor Pooled Fund, including program procurement, direct payments and grant disbursements. The SUN Fund Manager will act as the Secretariat for the SUN Fund Steering Committee.  The core business of the SUN Fund is grant funding,

through which UN, NGOs, National Line Ministries, Provincial line Ministry representatives, District line Ministry representatives and Ward structures will receive grants to finance the implementation of high impact interventions in the selected districts.

ChildFund will be implementing two interventions of the SUN Fund II Pool Management which include Priority Health Impact Intervention 3 and Priority Health Impact Intervention 4, including the Procurement and distribution of Nutrition Supplements and other Materials to 9 Provinces including for 5 years.  The Activity will include that Provincial level and District level institutions capacity is built and that the medical supplies are procured in the required quantities and reach the medical outlets as required.

The Procurement Manager will oversee procurement functions and provide guidance on procurement activities to achieve vendor guidance on procurement activities to achieve vendor sourcing for high quality goods and services for the Project, including:

• Remaining alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct yourself in a manner consistent with the Child Safeguarding Policy
• Being responsible for all procurements both goods and services relevant to the project, namely nutrition commodities, supplies and equipment, ensuring that they are in accordance with local laws and donor requirements.
• Conducting Market pricing and monitors market trends and product availability to pay the best price for the goods and services without sacrificing quality or delivery times, ensuring value for money on all procurements.
• Developing procurement plans, which are approved and remind all District Nutrition Coordination Committees (DNCCs) to submit their requirements on a quarterly basis.
• Ensuring all vendor requirements are met including anti-terrorism vetting for new vendors.
• Recommending changes in local procedures to accommodate best practice in procurement and adjust as necessary to ensure compliance with all relevant rules and regulations;
• Meeting with vendor representatives and promote ChildFund/SNV business ethics.
• Overseeing required and long term vendor contracts.
• Preparing documents required to facilitate project implementation i.e. request for expression of interest, procurement notices, bidding documents, tender evaluation reports and other related procurement documents.
• Preparing procurement memos and issues to concerned internal and external contacts.
• Drafting and issuing all consultancy contracts in the program; purchase orders, MoUs, sub agreements and sub contracts; maintain accurate and complete procurement files;
• Responding adequately and timely to audit queries.
• Sending Monthly procurement and replenishment status reports with all concerned internally.
• Produce an annual procurement committee meetings calendar with input from relevant team members.
• Verifying all procurement documents for completeness, reasonableness and compliance with procurement policies and procedures.
• Coordinate with Project Management Unit in procurement planning, execution and adherence to policies and procedures.
• Ensuring that all project procurements are compliant with procedures, timely and cost effective
• Perform any other duties as assigned by Management.

Experience/Qualifications

• Advanced Graduate Diploma (level 6) CIPS or Bachelor’s Degree in Purchasing and supply.
• Master’s Degree (added advantage) in Business, Logistics, Supply Chain Management accredited by CIPS/ZIPS
• 8-10 years’ experience in local and international procurement of goods and services in donor financed projects
• Must be familiar with Donors procurement policies and procedure
• Must be familiar with USAID/DFID procurement regulations.
• Good writing and analytical skills
• Ability to work independently and under pressure
• Computer proficiency in general office software applications (i.e. Word, Excel, Outlook)
• Medical qualification or background (added advantage)

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