Procurement Officer

ZAMBIA CENTRE FOR COMMUNICATION PROGRAMMES

Job Title – Procurement Officer

Reporting lines: Senior Finance & Administration Manager

We are seeking a detail-oriented, thorough, and organized procurement officer to oversee purchases and manage vendor contracts. In this position, you will play a key role in procuring high-quality and cost-efficient supplies for our organization. You will follow procurement procedures, maintain an updated list of current and incoming inventory, and be responsible for processing purchases. Additionally, you will be required to oversee and manage our transport fleet and other general administrative tasks of the organization.

Key performance areas:

Procurement

1. Provide leadership in the organization’s procurement of goods and services.
2. Inform the organization on the procurement standards and apply them to the organization’s procurements of goods and services.
3. Coordinate the processes of competitive bidding which includes an annual selections of suppliers of goods and services.
4. Function as secretary of the procurement committee.
5. Ensure adequate documentation for all procurement related transactions.
6. Safeguard, reconcile and order ZCCP Local Purchase Orders (LPO).
7. Estimate and establish cost parameters and budgets for purchases
8. Create and maintain good relationships with vendors/suppliers.
9. Make professional decisions in a fast-paced environment.
10. Maintain records of purchases, pricing, and other important data.
11. Review and analyse all vendors/suppliers, supply, and price options.
12. Develop plans for purchasing equipment, services, and supplies.
13. Negotiate the best deal for pricing and supply contracts.
14. Ensure that the products and supplies are high quality
15. Maintain and update list of suppliers and their qualifications, delivery times, and potential future development.
16. Work with team members to complete duties as assigned.

Administration & Transport

1. Maintain an updated Fixed Assets Register.
2. Conduct quarterly stock count of both assets and inventory.
3. Comprehensively insure ZCCP Assets.
4. Work with project drivers to perform fuel analysis.
5. Facilitate payments for motor vehicle licensing, insurance, fitness, service and maintenance, garbage clearing and Office cleanliness and office sanitation.
6. Produce quarterly report Environment Monitoring and Mitigation Plan (EMMP) for donor grants.
7. Coordinate assets branding for ZCCP as per the approved branding strategy.
8. Coordinate allocation of motor vehicles to facilitate smooth operations of ZCCP programmes.
9. Maintain vendor registers and perform vendor reconciliations.
10. Any other duties as may be assigned.

Knowledge, skills and experience required

1. Full ZIPS, or CIP qualification, or a degree in purchasing and supply.
2. Two (2) years previous experience as procurement officer or related position.
3. A member of Zambia Institute of Purchasing and Supply.
4. Firm knowledge of USAID rules and regulations on procurement management
5. Valid and clean driver’s license.
6. Solid knowledge and understanding of procurement processes, policy, and systems.
7. Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)
8. Ability to analyze problems and strategize for better solutions.
9. Ability to negotiate, establish, and administer contracts.
10. Excellent verbal and written communication skills.
11. Ability to multitask, prioritize, and manage time efficiently.
12. Accurate and precise attention to detail.
13. Ability to work well with management and staff at all levels.
14. Goal-oriented, and organized team player.

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