Procurement Assistant

JOB PURPOSE

To provide procurement and logistics services which meet the requirements of the Authority in a timely and cost-effective manner. Under the supervision of the Procurement Officer, the Procurement Assistant will carry out the following key responsibilities:-

1. Procurement of Goods and Services
(a) Receiving authorized requisitions from user departments, developing specifications, preparing requests for quotations documents (RFQ) to invite submission of quotations.
(b) Evaluating quotations taking into consideration compliance with specifications, lead time, price and payment terms and making recommendations for review and approval by Procurement Officer and thereafter User Departments.
(c) Preparing Purchase Orders as recommended on signed evaluation reports and getting authorization from the Manager - Procurement.
(d) Making an updated filing system for all Purchase Orders in the system before seeking Purchase Order authorization.
(e) Ensuring that separate files with all procurement documentation are opened separately for each Purchase Order.
(f) Maintaining an updated Purchase Order Register.

2. Tender Management
(a) Placing advertisements in newspapers, closing and opening tenders in compliance with public tendering procedures.
(b) Assisting in the evaluation of tenders in consultation with user Departments and placing orders as recommended on evaluation reports and as approved by Management.

3. Procurement Expediting and Tracking
(a) Maintaining updated procurement tracking report indicating progress being made and challenges thereof.
(b) Ensuring that all goods and services are delivered within the contractual lead time on the Purchase Orders.

4. Supply Base Management
(a) Ensuring continuity of supply by maintaining effective relationships with existing sources on the database and monitoring supply market trends
(b) Recommending other sources of supply to meet emerging or planned needs in consultation with and approval of the Manager - Procurement.

5. Import and Export Clearance
(a) Coordinating the clearing of shipments with customs at ports of entry and exit.
(b) Timely processing of duty-free certificates and rebates for customs clearance to avoid demurrage.
(c) Maintaining an updated imports box file with all customs documentation.

6. Procurement Reporting
Producing the following reports as and when required:
(a) Goods and services procured
(b) Cash flow

7. Health and Safety
(a) Ensuring the safety of the operating environment for employees and equipment

8. People and Time Management
(a) Time keeping
(b) Ensuring effective implementation of performance management system

QUALIFICATIONS & EXPERIENCE

(a) General Education: Five (5) ‘O’ Levels with Credits/“Cs” or better; in English, Mathematics and any Science subject;
(b)Academic /Professional Qualifications:
▪ Diploma in Purchasing and Supply or Equivalent
▪ Membership of an Institute of Purchasing and Supply e.g. CIPS/ZIPS
(c)Minimum Experience: Three (3) years of relevant experience.

KEY COMPETENCES

(a) Team Player
(b) Innovative
(c) Communication Skills
(d) Results Oriented
(e) Quality Oriented

EMPLOYMENT TYPE: PERMANENT AND PENSIONABLE

Please take notice that in a quest to ensure that the Authority achieves one of its strategic goals regarding Workplace Gender Equity and Equality, female candidates are encouraged to APPLY.

Written application letters together with detailed CVs and certified photocopies of academic & professional certificates should be forwarded to the Senior Manager – Human Resource and Administration to either of the addresses below:

Lusaka Office, (Head Office)
Kariba House
32 Cha Cha Cha Road
P.O. Box 30233
LUSAKA,
ZAMBIA.

Club Chambers
Nelson Mandela Avenue
P.O. Box 630
HARARE,
ZIMBABWE

21 Lake Drive,
Pvt, Bag 2001
KARIBA,
ZIMBABWE