Procurement Officer – Projects

JOB PURPOSE

To provide procurement and logistics services in respect of the Authority’s work requirements for projects in a timely and cost-effective manner. Under the supervision of the Manager – Procurement, the Procurement Officer - Projects will carry out the following key responsibilities:

1. Procurement of Goods, Works and Services in compliance with the Authority’s Procurement Policy and Procedures Manual and specific external financing guidelines.

This will cover the following;

(a)    Receiving authorized requisitions from the Projects Section, assisting in developing specifications, preparing requests for quotations (RfQs) and inviting suppliers to avail quotations.

(b)   Identifying supply sources for purposes of meeting specifications using local and international markets.

(c)    Evaluating quotations taking into consideration compliance with specifications, lead time, price and payment terms and making recommendations thereof.

(d)   Raising Purchase Orders in System Applications and Products (SAP) as recommended in the signed evaluation reports and obtaining final review and authorization from the Manager-Procurement.

(e)    For externally financed goods, works and services, use a specific procurement tracking system for procurement planning, advertising, bidding processes and contracts management.

(f)     Creating separate files for each Requisition and all related procurement documents and ensuring that the procurement process is completed.

2. Tender Management will cover the following;

(a)    Assisting the Projects Section in developing specifications and Terms of Reference consistent with the requirements of the Authority and external financing guidelines.

(b)   Preparing RfQs/Invitation to Tenders (ITB)/Request for Proposals (RfPs) and soliciting for quotation/bids/proposals from shortlisted suppliers or open tenders for review by the Projects Section and obtaining final clearance from Manager-Procurement.

(c)    Managing pre-bid meetings and coordinating site visits.

(d)   Evaluating tenders taking into consideration relevant criteria and ability on the part of bidders to supply goods and execute the works and services and complying with terms and conditions.

(e)    Arranging contract negotiation meetings internally and externally with the Bidders.

(f)     Preparing minutes of contract negotiation meetings and documentation for

(a)    award of contracts.

(g)    Drafting contracts for review by the Projects Section and second review by Manager-Procurement.

(h)   Obtaining clearance of contracts from the Legal Section and;

(i)     Managing contracts amendment processes.

3. Contract Management will cover the following;

(a)    Registering Contracts in System Applications and Products (SAP).

(b)   Managing contracts amendment processes.

(c)    Ensuring that all the procurement processes are effectively managed to maximize value for money.

4. Procurement Expediting and Tracking:

(a)    Ensuring that all goods and services are delivered within the contractual lead time as indicated on Purchase Orders or Contracts.

5. Supply Base Management will cover the following;

(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 by Manager - Procurement.

6. Import and Export Clearance will cover the following;

(a)    Coordinating the clearing of shipments with customs authorities at ports of entry and exit.

(b)   Timely processing of duty-free certificates and rebates for customs clearance in order to avoid demurrage charges.

7. Procurement Reporting will cover production of the following reports:

(a)    Updating the Procurement Plan

(b)   Submitting cash flow reports to the Finance Department

(c)    Reporting major procurement issues, challenges and safety issues on a monthly basis.

8. Health and Safety

Ensuring safety of the operating environment for employees and equipment.

9. People and Time Management will cover the following:

(a)    Ensuring effective supervision of subordinates.

(b)   Ensuring time keeping by subordinates.

(c)    Ensuring effective implementation of the 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: Professional Diploma Level 6 in Procurement /Degree in Purchasing & Supply or equivalent

(c)    Membership of an Institute of Purchasing and Supply e.g. CIPS/ZIPS

(d)   Minimum Experience: Five (5) years of relevant experience.

KEY COMPETENCES

(a)    Team Player

(b)   Innovative

(c)    Communication Skills

(d)   Results Oriented

(e)    Quality Oriented

EMPLOYMENT TYPE: FIXED TERM CONTRACT

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