Procurement Officer

Share and send to your friends !

Job Overview

The position will coordinate procurement activities and processes to acquire goods and services in support of the delivery of high-quality programming to the poor and vulnerable. The individual’s knowledge and experience will allow him/her to successfully coordinate the quality and efficiency of procurement and purchasing activities and ensure stewardship, integrity transparency, and accountability

Primary Responsibilities:

  • Manage procurement procedures and systems
  • Coordinate fully compliant procurement systems and operating procedures
  • Assess effectiveness and efficiency of procurement systems and procedures and recommend improvements
  • Contribute to ensuring compliance with Healthy Learners’ procurement principles, standards, and policies, donor regulations, and local statutory requirements
  • Coordinate with various departments to develop and maintain an up-to-date procurement plan with all quantities, quality and delivery requirements for goods and services
  • Procure and ensure timely, efficient and cost effective supply of goods and services to user projects / departments in accordance with internal policies and procedures as well as donor requirements.
  • Prepare solicitation documents to potential vendors/suppliers to facilitate selection of suitable suppliers of goods and services
  • Develop and manage list of qualified vendors of goods and services
  • Prepare purchase orders for sanctioning by management after requisitions have been authorised and promptly dispatch approved orders to concerned suppliers
  • Provide pricing information to assist budget holders with budget preparation
  • Coordinate the sourcing process and perform various activities to assist with ensuring the best value for money: market research, cost estimates, solicitation documents, bidding process facilitation, supplier identification and research, quality and availability of goods assessment, negotiation, contract/purchase order and other documents preparation.
  • Review contracts for lease agreements, vendor and supplier contracts
  • Review all purchase requisitions and cross check with price targets to ensure that all specifications are clear and corresponding authorizations have been obtained and attached.
  • Ensure effective and timely preparation of bidding documents in order to facilitate bid invitations and tender evaluations and awards.
  • Collect information to confirm that goods/services delivered are what have been ordered in the correct quantities and quality as well as ensure that they arrive on schedule and at the right cost.
  • Maintain correspondence and constant contact with suppliers to follow up on the execution of contractual terms and conditions as well as handle issues if needed.
  • Develop and implement systems and processes that ensure full and complete documentation of receipt and distribution of procured goods.
  • Communicate with various program and operation units to coordinate and track goods/services delivery and receipt and keep everyone informed of the status.
  • Monitor and report on supplier performance, noting current and/or potential issues and/or inefficiencies and assist with contract/purchase order modifications.
  • Accountable for transparency within the procurement department through ensuring a complete, accurate and up-to-date document trail of all procurement processes, vendor files, procurement and inventory database to assist with control and accountability.
  • Liaise with counterparts at partner organizations to ensure effective and efficient collaboration on all matters related to procurement, including when space and resources are shared
  • Monitor and review administration of construction related activities
  • Support Administration to ensure inventory systems are implemented and well managed within the office
  • Review asset registers and conduct asset counts
  • Prepare reports and facilitate document retrieval.
  • Any other responsibilities as assigned

Minimum Qualifications:

  • Bachelor’s Degree in Business Administration, Purchasing & Supply or other related field.
  • Five or more years of relevant experience in procurement/purchasing management, logistics, administration, preferably with a non-governmental organization

Preferred Skills / Prerequisites:

Technical Skills And Experience:

  • Procurement strategy formulation, implementation and monitoring
  • Procurement policies and procedure
  • Supplies and materials management
  • Vendor management
  • Annual procurement planning
  • Procurement documentation management
  • Ability to effectively manage of procurement committee meetings
  • Procurement negotiations
  • Able to carry out basic tasks on a computer or hand-held device
  • Knowledge of contract terms, as well as a proven ability to successfully complete purchase orders against specifications.
  • Experience in and understanding of risk management
  • Professional certification a plus
  • Chartered Institute of Purchasing and Supply (CIPS) Level 4 is an added advantage
  • Knowledge of budgeting and resource allocation procedures is a plus
  • Knowledge of international and national procurement regulations and local market conditions
  • Experience with database management systems (e.g. MS Access) highly desirable

General :

  • Strong planning and coordination skills and ability to prioritize competing priorities effectively
  • Good analytical skills with ability to make independent judgment and decisions
  • Proactive, results-oriented and able to find ways of solving or pre-empting problems
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Strong interpersonal skills and the ability to build relationships with stakeholders
  • Emotional maturity, patience and the ability to remain calm in stressful situations
  • Demonstrated ability to achieve goals and meet deadlines in a fast-paced environment
  • Good writing skills
  • Humility and willingness to regularly receive constructive feedback
  • Flexible and open to change

Method of Application

Interested applicants should email their CV and 1 page cover letter which also highlights expected salary to this email below:

Note: You can learn more about our work by visiting

Application deadline
28 Apr 13:14
Apply online
Email applications to
World Vision Zambia (WVZ) Limited is a faith-based Organization dealing with Relief aid, Development, and Advocacy dedicated to working with children, families, and communities to overcome poverty and injustice. WVZ…
Findura Infosys Limited is a Zambia ICT services company that specialises in the development of Mobile and Web Apps and Microsoft solutions delivery and support. The company is looking for…
Harvest University invites applications from suitably qualified and highly motivated candidates on either full -time or part-time basis in the following schools: 1. School of Business 2. School of Theology…
Full Time Zambia Posted 4 hours ago World Vision Zambia (WVZ) Limited is a faith-based Organization dealing with Relief aid, Development, and Advocacy dedicated to working with children, families, and…
Findura Infosys Ltd is a Zambia ICT services company that specialises in the development of Mobile and Web Apps and Microsoft solutions delivery and support. The company is looking for…
WHENCE FINANCIAL SERVICES PAID INTERNSHIP ADVERT FOR LIVINGSTONE BRANCH. Whence Financial Services is looking for vibrant, self-driven and results oriented young individuals who wish to join a fast expanding institution…
Rockview University is currently looking for a creative and self-motivating candidate to fill the position of LEGAL COUNSEL. Qualifications: Bachelors of Law A Master’s Degree in Law will be an…
Zambia Revenue Authority Job Description Reporting directly to the Manager- Enterprise Business Analysis, the job holder will be responsible for bridging the gap between the development team and the business…