About Restless Development Zambia
We know young people have the power to solve the challenges we face in our world, but they are being ignored and overlooked. We are the agency that works with young people so they can lead in solving those challenges. Whether that means supporting communities to end child marriage or prevent HIV, we work with young people to change their lives and the lives of people in their communities.
Our programmes are genuinely life-changing, but can’t do any of this without talented, creative individuals at every level of our organization.
Our approach to Safeguarding
Restless Development considers the welfare and protection of children, young people and vulnerable adults to be an organisational imperative with primacy over the success of programmes or strategic objectives. We recognize that safeguarding is everyone’s responsibility and we expect all of our staff, volunteers and partners to ensure we protect the communities in which we operate from harm and abide by our Safeguarding Policy.
About the role
We are seeking a dynamic and talented Procurement and Administration Coordinator to ensure the highest standards in performance and accountability are achieved across the agency. Based in our Lusaka Office (with regular travel to other operational locations including to Suppliers).
The Procurement and Administration Coordinator will ensure our team is delivering the highest standards of Procurement. The Procurement and Administration Coordinator will provide comprehensive support to the Finance and Administration Manager and the Head of Programmes and Partnerships.
Working under the leadership of the Finance and Administration Manager, the Procurement and Administration Coordinator will also be expected to drive performance through the Procurement and Administration Officer and Drivers to meet or exceed the targets set against our strategy and business plan.
The successful candidate will be highly systems and process oriented, ensuring that up to date information is available, analyzed and acted upon by the Leadership Team to address the level of risks and challenges to the performance of the business units.
Key priorities
The Procurement and Administration Coordinator scope of work will be strategizing to find cost effective deals and suppliers as well as support the Head of Operations office;
1. System Strengthening and Processes of the Procurement
- Complete the Annual Supplier Review in line with the Organisation policies.
- Develop Annual Procurement Plans for all projects.
- Negotiate with external vendors to secure value for money for the organization.
- Lead on the procurement processes ensuring the Procurement Committee meeting are well coordinated and documented.
- Finalize purchase details of orders and deliveries including timely settlements for all goods and services procured.
- Analyze existing supplier and vendor contracts to ensure terms and conditions align with Restless Development objectives, regulatory requirements, and procurement best practices.
- Develop and implement a structured process for periodic contract evaluation, feedback loops with stakeholders, and continuous improvement of vendor engagement and contract strategy.
- Develop and maintain supplier scorecards or performance tracking tools to document reliability, responsiveness, and adherence to contract terms. Use these records during contract renewal or re-tendering processes.
- Provide regular reports to the Leadership team on supplier performance, challenges faced, and recommended actions to strengthen procurement operations and delivery outcomes.
- Collaborate with Budget Holders and Project Leads to ensure all procurement requests are clearly set out in the procurement planner and Purchase Requisitions, Purchase Orders including all necessary supporting documents.
- Foresee alterations in the comparative negotiating ability of suppliers and clients.
- Perform risk management for supply contracts and agreements.
- keep abreast with any government regulations e.g. taxes and importation procedures .
- Design and implement sourcing approaches that are responsive to programme needs, donor regulations, and the operational context (including rural and hard to reach areas).
2. Operations
- Support the Head of Programme and Partnerships on safety and security, ensuring that effective risk assessment processes and actions are in place and that all staff understand and comply with organisational policy.
- Support the Head of Programme and Partnerships and the Finance and Administration Manager in ensuring that all compliance internally is adhered to. This includes updating and tracking the Quality Assurance Framework.
- Lead on the streamline of changes in statutory regulations and ensure the Organization is kept up to date at all times.
- Support the development and tracking of the internal Organisation’s procurement policies and procedures as and when necessary.
- With support of the Head of Programme and Partnerships and the Finance and Administration Manager conduct regular internal audits to identify any risks in the Organisation.
- Communicate with members of staff to ensure they know what to do in order to be compliant with internal procurement policies and donor specific and general conditions for procurement.
3. Programme Procurement Coordination and Support
- Provide direct support to programme and project teams in planning and executing procurement activities required for field delivery of high-quality programming in line with Restless Development Zambia procurement processes and donor requirements.
- Ensure that project related procurements are completed in compliance with internal procurement policies and donor regulations.
- Coordinate closely with budget holders, project managers, and technical leads to develop procurement plans aligned with project work plans and budgets.
- Monitor procurement processes for all project awards to ensure they are progressing within budget, scope, and timelines, and that quality standards are met.
- Maintain oversight of procurement documentation related to project activities, ensuring all records are complete, accurate, and audit-ready.
- Act as a liaison between program teams and operations/administration to facilitate smooth execution of project procurement needs, including in emergency or rapid response contexts.
4. People and Performance management
- Conduct Performance Management processes for all direct reports assigned to the role.
- Develop career development plans with all direct reports assigned to the role.
- Ensure that the development needs for all direct reports are fully captured and being attended to.
- Link the direct reports to mentoring and coaching opportunities.
- Ensure full compliance with Restless Development’s people and performance policies within your team.
5. Other duties
- You may occasionally be required to work on weekends and/or public holidays, for which time off in lieu will be granted.
- Other duties as required.
About You
Skills and Experience
- Bachelor’s Degree in Purchasing and Supply or Chartered Institute of Procurement and Supply (CIPS) Level 5 Advanced Diploma or equivalent from a recognized University
- Should be a member of the Zambia Institute of Purchasing & Supply (ZIPS).
- Valid Membership with the Zambia Institute of Purchasing and Supply with a valid practicing license.
- A minimum of 3 years of proven experience in a similar role.
- Purchasing and Supply, or equivalent work experience.
- Academic qualifications must be verified by the Zambia Qualifications Authority (ZAQA).
- Experience in monitoring Procurement risks, and work plan forecasting against plans and targets
- Proven success in cultivating relationships with external stakeholders such as Suppliers and Vendors.
- Commitment to Restless Development’s values and mission (see website)
- Excellent written and oral communication skills in English
- Excellent IT skills, especially Excel, Power-point, and Word.
- Be results oriented and forward-thinking, with demonstrated analytical skills
- A role model, able to gain the respect of the management and wider staff team.
Restless Development is an Equal Opportunities employer and welcomes applications from all sectors of the community. Restless Development will ensure that no applicant or staff member receives less favorable treatment on the grounds of gender, sexual orientation, marital status, social status, caste, race, ethnic origin, religious belief, age, HIV status, disability, or any other factor that cannot be shown to be relevant to performance.
To learn more about the responsibilities and requirements of this role, click here to view the full Job Description.
Interested candidates should download the application form here, complete all necessary details, and submit the completed form in line with the submission guidelines.
