Job Description
Purpose
Support the Procurement Unit in undertaking all procurement requirements of the Country Office. This includes sourcing, negotiating, purchasing and liaising with all vendors/suppliers and ensure implementation of Procurement processes and procedures.
Responsibilities:
Support the development of the consolidated procurement and implementation plan.
Perform procurement functions including; Soliciting for quotations, negotiating prices, delivery and after sale services with vendors, raising Purchase Orders, Tax letters and forwarding to vendors/suppliers.
Generate Basis for Vendor Selection (BVS) and ensure that it is fully approved.
Ensure that purchase orders are shared with the stores Officer.
Ensure that invoices for vendors are submitted to Finance for timely payment.
Assist in the clearance of shipments from customs or any other government body in collaboration with appropriate staff.
Work with Stores Officer to ensure that documentation related to donation/hand over of supplies or equipment to facilities supported by Jhpiego is properly kept.
Work with Stores Officer and Administration Manager in ensuring that all office equipment are captured in the inventory as soon as such have been delivered to Jhpiego Zambia.
Provide support to the annual inventory counts as appropriate. (delete)
Maintain and update procurement records and ensure that copies are properly filed.
Implement the procurement s /policies as outlined by Jhpiego.
Assist in coordinating with Baltimore staff on approvals, shipments, clearing and deliveries to the office.
Recruitment services
Required Qualifications
Degree in purchasing and supply or other related field
Minimum 5 years relevant experience.
Experience working in a large procurement unit
Experience working in a busy office
Computer skills including demonstrated hands on-experience in MS Word, MS Power Point, and MS Excel.
Data base management
Proficiency in both written and spoken English
An understanding of relevant legislation USG regulations , policies and procedures relating to procurement
Experience working in a multicultural organization
Self-motivated, proactive and have a positive attitude to work requiring minimum supervision.
High attention to detail
Hardworking, flexible & dependable.
Ability to communicate effectively, instilling trust and confidence.
Excellent interpersonal and communication skills.
Be of high integrity and have a sense of confidentiality
Be willing to take on extra responsibilities, sometimes working overtime, in order to achieve the goals/objectives set by the organization