Website ZAYOHUB
OFFICE MANAGER – PROCUREMENT, LOGISTICS & ADMINISTRATION
1. Background of the organization:
ZayoHub Zambia Limited (ZayoHub) is a non-profit organisation established in 2018. ZayoHub runs the Mafisa Livestock Development Programme. Mafisa now represents most of what ZayoHub does. Mafisa aims to become a successful social enterprise and has secured significant funding to enable a strengthening and scale-up process.
Mafisa is strengthening climate-smart, productive pastoralist livelihoods in Zambia’s poorest and most climate-impacted regions. We are developing a replicable, profitable model that will help traditional cattle-raising communities to increase ownership, improve herd health adopt regenerative rangeland management, and create fair market opportunities so they will have larger, more sustainable incomes.
Mafisa works in very poor traditional cattle-raising communities, where livestock is the only option for a viable and sustainable livelihood. Production is currently low and access to markets is poor. Current poor health and rangeland degradation means that the carbon footprint is high. Mafisa has developed a four-step model to break the pastoralist poverty trap and achieve this mission.
WE DO…… Animal health services
SO THAT… All farmers in target communities use Mafisa health & management practices
WE DO…… Regenerative grazing
SO THAT… All farmers in target communities adopt regenerative rangeland management
WE DO…… Market Access
SO THAT… Mainstream buyers buy animals at fair market prices
WE DO…… Community Engagement
SO THAT… Livelihoods programmes for women and non-livestock farmers
Regenerative grazing restores grasslands and sequesters carbon. From 2023, Mafisa is expanding operations to support operations through carbon financing. This is an innovative programme – a methodology that has only been used once before, a new program for a young Zambian non-profit, and a significant expansion in NGO programming in the livestock sector.
2. Job Purpose:
The Office Manager – Procurement, Logistics & Administration will be responsible for the efficient coordination, management, and operations of administration, logistics and procurement functions for ZayoHub Zambia Limited. The Manager must be well-versed in general administration, logistics and procurement guidelines and has the responsibility for building the capacity of ZayoHub staff and suppliers to ensure they adhere to ZayoHub procurement policies and regulations.
3. Place of Performance
The place of performance will be Lusaka, Zambia.
4. Type of Employment
An annual renewable contract that will depend on job performance.
5. Reporting and Supervision
The Office Manager – Procurement, Logistics & Administration will report to the Chief Financial Officer. The job holder shall supervise the Procurement, Administration & Logistics Officer, Drivers and Office Assistant.
6. Key Responsibilities and Tasks
Administration:
• Coordinate office activities and operations to secure efficiency and compliance with organisation policies.
• Train on and enforce standard operating procedures (SOPs) across all operational activities, identifying areas for improvement and recommending changes to enhance efficiency and effectiveness.
• Provide supervision and guidance to direct reports and support team members, fostering a collaborative and productive work environment.
• Complete a broad range of administrative tasks that facilitate the effective flow of information across the organisation.
• Prepare regular reports on operational performance, including metrics, trends, and challenges.
• Implement a centralised system for filing documents and streamlining document management for better efficiency.
Logistics
• Provide logistical support to both local and international visitors with information provision on security, weather, health requirements, transport, accommodation etc.
• Ensure appropriate processes and systems are in place to ensure the efficiency of the logistical operations (e.g., customs clearance, transport requests, receipts and dispatch of goods) according to the organisation’s policies.
• Plan, manage and evaluate logistical operations by liaising with internal stakeholders, suppliers, logistics providers, and transportation companies by appropriately selecting vendors and negotiating contracts and rates.
• Monitor quality, quantity, delivery times, and transport costs to maintain high levels of quality and service delivery within budgetary requirements.
• Ensure that all vehicles are managed in strict compliance with ZayoHub regulations.
• Oversees the organisation’s products, supplies and materials.
• Manage asset inventory and conduct inventory monitoring, maintain accurate and up-to-date asset
records and ensure that all assets are properly tagged and accounted for as per the records.
• Conduct regular asset inspections and assessments to identify maintenance needs and replacement requirements.
Procurement:
• Supervise the acquisition, custody, usage, and maintenance of assets and facilities ensuring optimised resource utilisation and minimisation of costs.
• Effectively manage relationships with service providers, negotiating and maintaining service level agreements, and fostering strong business partnerships between ZayoHub and its suppliers for mutual benefit.
• Provide support in procurement planning and ensuring timely delivery of planned procurements.
• Conduct due diligence checks (supplier references, site visits, historical data, anti-terrorism compliance) for authorised suppliers and contracted suppliers.
• Prepare and coordinate all calls for proposals for goods and services when required; and manage the entire tendering and contract monitoring process.
• Create and maintain a database of frequent suppliers of goods and services to include information on pricing, conditions of offer, payment conditions and schedules.
• Lead the annual vendor registration process to ensure that ZayoHub could purchase goods/services at
the most competitive price.
• Monitor administration and procurement records to ensure that each procurement request is fully and
clearly documented according to ZayoHub policies.
7. Education and Requirements:
• Bachelor’s degree in Business Administration, Procurement, Operations Management, or a related field.
• A master’s degree in business administration is desirable.
• Member of Zambia Institute of Purchasing and Supply.
• Excellent knowledge of MS Office and office management systems.
• Familiarity with office management procedures.
8. Experience:
• Proven experience as an office administrator, procurement officer, or other relevant roles.
• Fluent in written and spoken English.
• At least 5 years of progressive work experience in procurement/purchasing management, logistics, and
administration.
• Ability to manage end to end process of tender /procurement process when necessary.
• Outstanding communication and interpersonal abilities.
• Excellent organisational skills, trustworthiness, attention to detail & high sense of
confidentiality.
• Self-directed individual with sound technical skills and analytical ability.
• Proven problem-solving skills with high ethical standards.
• Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions.
• Experience in a supervisory role is preferred with the ability to lead, motivate and develop staff.
• Demonstrate a high level of integrity.
9. Key Result Areas:
• Ensure that beneficial, ethical, and open supplier relationships.
• Ensure compliance with donor policies and regulations.
• Ensure all records of requisition and cost estimate document records are available for review.
• Conduct accurate price/cost reasonability analysis.
10. Key Competencies for the role:
• Negotiation skills
• Analytical
• Planning ability
• Internal and external stakeholder management ability
• Detail oriented
• Ethical
• Team oriented
• Strong written and verbal skills
11. Application Process
Please provide a two-page CV that highlights your experience concerning the job being applied for with a minimum of three (3) references (two from immediate work supervisors, and one character reference), and your current and expected remuneration (gross salary and other benefits). Please indicate “OFFICE MANAGER – PROCUREMENT, LOGISTICS & ADMINISTRATION” in the subject line. Please do not attach education documents. Only short-listed candidates will be contacted. Please send your application to: [email protected] by 23.59 pm on Tuesday 30th July 2024.
