Senior Procurement Officer

Website John Snow Health Zambia Limited

Job Title: Senior Procurement Officer

Department/Unit: Finance & Administration

Location: Lusaka, Zambia

Category: Full-Time

Reports to:  Director of Finance & Administration

Background:

The USAID Controlling HIV Epidemic for Key and Underserved Populations (CHEKUP II) Activity is a five-year project to address the needs of people living with HIV (PLHIV) and those most at risk of acquiring HIV and contribute to HIV mitigation and epidemic control, improving the health outcomes of priority populations in the highest HIV-burden provinces of Zambia. USAID CHEKUP II is implemented by John Snow Health Zambia (JSH).

Position Description:

JSH seeks a dynamic and highly experienced candidate for the position of Senior Procurement Officer to be based in Lusaka, Zambia. S/he will work closely with the finance and operations team to manage the procurement of goods and services for the project for Lusaka, Central, Eastern, Northern, Muchinga and Southern offices. This position will report to the Director of Finance & Administration and help in achieving the project’s goals and objectives.

Roles and Responsibilities:

  • The Senior Procurement Officer will establish and maintain a robust procurement system fulfilling all USAID rules & regulations, in accordance with CHEKUP II procurement policies & procedures, as well as the in-country procurement laws.
  • Generation and management of the Procurement Plan in liaison with relevant units in CHEKUP II.
  • Maintain auditable records for all procured items which include all supporting documentation: PRs, RFQs, RFPS, RFAs where applicable, bid evaluations with memorandum of negotiation, purchase orders, invoices and proofs of delivery. Maintain auditable records for all procured items which include all supporting documentation: FPRs, FPQs, bid evaluations with memorandum of negotiation, purchase orders, invoices and proofs of delivery.
  • Ensure all purchase orders are raised in compliance with JSH policies and ensure that all applicable USG 2 CFR 200 requirements are followed and all approvals and documentation are in place
  • Ensure cost-effectiveness in the procurement and management of the procured goods and service to guarantee value for money on the project.
  • Maintain a comprehensive pre-qualify vendors database that is adequately vetted
  • Identify and implement new strategies and cost-effective approaches to improve service delivery, including periodic evaluation of the vendor performance
  • Assess and identify current and future trends in market business models that leverages the market and enhances procurement process.
  • Conduct market research to source the best products and suppliers in terms of business worthness, delivery schedules and quality.
  • Develop metrics, methods, and procedures to drive procurement cost optimization
  • Supervise the Procurement team, including development of individual roles and responsibilities, definition of tasks, development and documentation of professional development plans, and conducting performance appraisals with supervisors.
  • Ensure that the procurement committee team is guided on all procurements deliberated upon, serving as Secretary to the Procurement Committee.
  • Supervise Procurement Assistant and guide the Operations Department including the Districts Finance & Admin Assistants on all procurement related processes and conducts including procurement payments to the Finance Department.
  • Prepare proposal documents; undertake bid analysis evaluations, placements and management of issuance of contracts.
  • Act as a focal point of interaction with the CHEKUP II team in all areas concerning procurement.
  • Train staff on and reinforce procurement policies and procedures, ensuring that staff develop the capacity to follow all applicable procurement rules correctly.
  • Following verification of satisfactory receipt of goods or services, submit timely and complete payment documentation to JSH Finance staff.
  • Provide monthly cash flow needs for local procurement to the Finance team in line with respective team budgets to ensure timely payment of local suppliers.
  • Monitor supplier performance and provide input into the supplier management process.
  • Prepare annual value-added taxes (VAT) report.
  • Produce periodic status reports on procurement as required by JSH, CHEKUP II & USAID.
  • Implement and adhere to JSH’s procurement procedures including the upholding of diligent and ethical standards
  • Perform other duties as assigned by the Director of Finance & Administration.

Qualifications:

  • Bachelor’s Degree or higher in Purchasing and Supply logistics or any related field and 6 years of experience in procurement of goods and services.
  • Experience working with an NGO preferred.
  • Sound knowledge of USAID procurement regulations.
  • Understanding of strategic sourcing.
  • Paid up member of ZIPS
  • General understanding of supply chain including planning and inventory.
  • Strong representational and interpersonal skills.
  • Must be a detail-oriented person with good organizational skills.
  • Good written and verbal communication and presentation skills in English.
  • Proficiency in common computer packages such as Word and Excel and familiar with the use of databases.
  •  Strong initiative and self-motivation required, with a commitment to teamwork.

Supervision and Reporting:

This position will work under the guidance and supervision of the Director of Finance & Administration.

Mode of Application:

Kindly follow the link below and answer all the questions to submit your applications:

Application Link

Closing Date: 13th May 2024.

John Snow Health Zambia, Limited is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or military status (special disabled veterans or veteran status) in any employment decisions.

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