Job Description
The Procurement Officer is responsible for the following tasks, but not limited to:
Ensure that procurement practices are in compliance with the project’s Policy and Procedures Manual, country handbook, and USAID rules and regulations;
Prepare annual procurement plan with support from the COP/DCOP, finance and technical staff;
Manage the overall procurement process. Prepare requests for quotations, conduct bid evaluation, prepare price analysis, and conduct due diligence (reference checks and site visits) and draft purchase orders in support of the procurement of goods and services for the project;
Work closely with the project technical teams and provincial offices to provide procurement guidance and assistance on trainings, events and activities that will require the rental of venues or hotels, catering services, transportation services and procurement of stationery and supplies;
Maintain filing system for procurements and ensure that the required documentation referenced in the procurement threshold is in each procurement file;
Coordinate delivery logistics with program team and/or grantees to obtain the required documentation such as goods delivery receipts and placed in the procurement file;
Ensure that the vendor meets the terms and conditions of the purchase order/contract through active contract management. This includes written communication with the vendor to ensure on-time delivery, and that goods and services meet the specifications and are of the quality and quantity requested;
Review invoice payments from vendors and compare to the terms of the purchase order or contract to ensure vendor invoices are accurate before submitting for payment;
Coordinate the development and maintenance of local vendor list;
Support project budget revisions by providing estimated pricing for goods and services;
Any other duties as may be assigned by supervisor
Reporting and Organizational Relationships:
Procurement Officer reports to the Deputy Chief of Party, Operations.
Qualifications
Grade 12 Certificate
Minimum Bachelor’s Degree in Purchasing & Supply, Business Administration, Accounting, Social Sciences, or other related field.
Skills and Experience:
At least 5 years’ experience managing procurement processes in Zambia, including with USAID-funded programs;
Experience in competitive procurement of goods and services required (experience in administration of subcontracts and purchase orders strongly preferred);
Detail-oriented and organized;
Experience using computers and software at work, especially email and MS Word (experience with MS Excel is desired);
Ability to work hands-on, independently, and within team in difficult work environment; and
Willingness to frequently travel to provinces and districts covered by the project.
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