Procurement and Contracts Officer

Purpose of the job:

The Procurement and Contracts Officer will work under the supervision of the Deputy Country Director – Operations and together with project and administrative staff, ensure efficient and timely procurement of goods and services and consultancies. Most of SNV work is implemented with sub-contracted service providers on long term contracts or consultancies. The Procurement and Contracts Officer plays a key role in monitoring and ensuring that all contractors, consultants and suppliers deliver both according to schedule and in a cost-effective manner.

Main Tasks and Responsibilities:

Procurement and Contracting

• Conduct all procurement of goods and services in line with SNV and donor policies and procedures;
• Draft and issue call for proposals and applications, invitations to bid, tender documentation, bid comparisons determining procurement mechanisms that will ensure fair and open competition;
•  Review procurement policies against best practice, SNV, Donor and Government of Zambia requirements and revise and adjust as necessary to ensure SNV is compliant with all relevant rules and regulations;
•  Review all SNV donor contracts and ensure procurement activities in each project are compliant with donor requirements;
• Manage and administer all SNV sub-contracts to ensure contractors’ compliance and performance, accurate and timely reporting to SNV systems;
• Liaise closely with project teams to predict and track procurement requirements ensuring responsive service provision;
• Draft and issue all consultancy contracts; purchase orders, MoUs, sub agreements and sub contracts; maintain accurate and complete procurement files;
• Manage relationships with other team members, partners and relevant stakeholders, plan all deliverables and activities , review their progress and address deviations in terms of timelines and quality, based on planning, deliverables.
• Support Business Development and reduce risks for SNV by reviewing Terms and Conditions for upcoming contracts and advising management on areas of risk, implications and compliance issues.
• Maintain, review and manage vendor relationships in compliance with the SNV Procurement Policy.
• Any other duties as may be assigned by supervisor.

Asset Management

• Ensure that Assets procured are covered by such applicable warranties, guarantees, insurance and after sale services.
• Ensure that Asset received are entered onto the register and are given a code soon beforehand.
• Ensure Asset database updates and physical coding both for respective projects and Country office.
• Ensure Assets management in terms of insurance covers, transfers and condition checks.
• Any other duties as may be assigned by supervisor.

Competencies, Capabilities and Attributes: (Skills/behavioural (Special Training or Competence):

• Organization skills and time management – professional approach to personal time planning and respect for deadlines;
• Excellent written and oral communication skills in English;
• Excellent interpersonal skills including patience, diplomacy, willingness to listen and respect for colleagues and outside contacts;
• Computer literate with high degree of proficiency and productivity;

Academic & professional qualifications, Knowledge and Experience:

• Bachelor’s degree in Business Administration, Project management, Procurement, Logistics and or any other related field.
• Extensive proven knowledge of procurement practice and procedures
• At least 5 years in a procurement and contracts post in Zambia
• Experience with procurement and contracts administration under DFID, SIDA, GIZ UN, EU or US government funded contracts or agreements
• Fully paid up member of Zambia Institute of Purchase and Supply.

Applicants should submit a cover letter and Curriculum Vitae via the link provided. Deadline is 4th September, 2020.