Procurement Assistant

Pact Overview

At the heart of Pact is the promise of a better tomorrow. The promise of a healthy life. Of a decent livelihood. Of sustainable natural resources that benefit communities. Now more than ever in its 42 – year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.

Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems, and transforming markets into a force for development.

Department Overview

Pact seeks a qualified Procurement Assistant to work on Pact Zambia’s portfolio of projects. These include CHEKUP, ACHIEVE and the five-year USAID/Zambia Integrated Health Activity (ZIH) contract. ZIH is a five-year project led by Pact in partnership with Center for Infectious Disease Research in Zambia, Circles of Hope, Mothers2Mothers, Copper Rose Zambia, Zambia Network of Young People Living with HIV, and Viamo. ZIH will improve health outcomes of Zambians through equitable access to high-quality health services in the areas of client-centered HIV, tuberculosis; maternal, newborn and child health; family planning; and reproductive health. The project will reduce mortality, morbidity, and HIV transmission for sub-populations in Northwestern, Copperbelt, and Central Provinces. Pact works closely with the Zambian Ministry of Health to attain the country’s goal of reaching HIV epidemic control (95-95-95) by 2030. The activity will be delivered through three main components namely:

Increase coverage of comprehensive and person-centered HIV, TB/HIV, FP/RH, MNCH prevention, diagnosis, care, treatment and support services in both communities and health facilities.

Increase utilization of community and facility-based quality and person-centered integrated HIV, TB/HIV, FP/RH, MNCH services; and

Increase capacities of Provincial and District Health Offices to improve quality and sustain Direct Service Delivery of integrated HIV, TB/HIV, FP/RH, MNCH during and beyond the life of the activity.

Key Responsibilities

Under the supervision and guidance of the Procurement Officer, the Procurement Assistant will be responsible for the following:

Maintain a register for all documents/samples/tender or bids received at all times.

Assist the Procurement Officer with review and approval of all procurement documentation.

Make reservations for both accommodation and conference facilities.

Liaise with finance department on all hotel bills which need to be processed for payment.

Ensure all invoices received are logged in the invoice tracker in readiness for payment.

Prepare all documentation pertaining to invoices received and submit complete documentation to finance for payment.

Maintain and update RFQ/RFP trackers indicating status.

Maintain a comprehensive e-filing system for Purchase orders, ZRA LPOs and scanned summaries, customs documents.

Assist the Procurement Officer with other regions procurements, analyzing them and ensure complete procurement documentation are processed according to Standard Operating Procedures.

Maintain the ZRA LPO tracking sheet and make sure it is updated on a weekly basis.

Assist in obtaining quotations, compiling, and analyzing cost information and assist in the selection of vendors, including preferred vendors.

Always maintain an up-to-date procurement tracker for easy reference by all departments.

Communicate and report all challenges to the Senior Procurement Advisor for resolution.

Ensure vendors receive and sign both ZIH Purchase Orders and ZRA LPOs and that invoices and receipts are issued for ALL purchases made by the project.

Maintain a filing system for all Zambia Integrated Health Project contracts, service level agreement and Bridger Insights file for all vendors

Qualifications, Skills and Experience

Diploma /bachelor’s degree in Purchasing & Supply, Public Administration, Business Administration or equivalent.

A member of Zambia Institute of Purchasing and Supply (necessary)

A member of Chartered Institute of purchasing and supply (an Advantage)

Skills and Experience

Minimum 3 years’ experience as Procurement Assistant

Knowledge of USAID rules and regulations related to contracts and cooperative agreements is an advantage.

Knowledge of sourcing and procurement techniques

Understanding of local contract and procurement law

Proven attention to details.

Experience using computers and software at work and proficiency with MS Word and MS Excel is essential.

Strong written and oral communication skills, including the ability to make presentations.

Ability to multitask with ease, adapting to frequently changing priorities.

Good negotiating and conflict resolution skills

Method of Application

If you believe you are the ideal person we are looking for, please submit your application letter and a Curriculum Vitae online via email describing why you are the right candidate for this position detailing your experience and three (3) professional referees from your previous and current place of employment. Please send the application through Email. Indicate the position title you are applying for in the subject line. Only the applications sent by email will be reviewed.

Only Shortlisted candidates will be contacted. Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.