Pact is an international nonprofit that works in nearly 40 countries building solutions for human development that are evidence-based, data-driven and owned by the communities we serve. Founded in 1971, Pact works with partners to build resilience, improve accountability, and strengthen knowledge and skills for sustainable social impact.
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Position Overview
Pact Zambiaโs Procurement Department ensures strong procurement management, accountability, and compliance across all projects and operations. Its core functions include managing the entire procurement cycle including workplan and procurement planning, receipt and actioning of purchase requisitions leading to requests for quotations/proposals, bid analysis, vendor selection, issuing of purchase orders and receipt of goods and services.
Under the supervision and guidance of the Senior Procurement Advisor, the Temporal Procurement Officerโs key responsibilities will include:
Key Responsibilities
โข Manage suppliers, quotations and contracting processes
โข Fast-track procurement of goods, logistics, and services required for surge
โข Maintain procurement records and trackers
โข Ensure that consultant deliverables and invoices are submitted to finance for payment on
time
โข Ensure fully signed contracts, contract amendments and any other relevant documentation
related to the consultants are properly organized and filed on SharePoint.
โข Maintain a register for all documents/samples/tender or bids received at all times.
โข Make reservations for both accommodation and conference facilities.
โข Liaise with finance department on all hotel bills which need to be processed for payment.
โข Ensure all invoices received are logged in the invoice tracker in readiness for payment.
โข Prepare all documentation pertaining to invoices received and submit complete
documentation to finance for payment.
โข Maintain and update RFQ/RFP trackers indicating status.
โข Maintain a comprehensive e-filing system for Purchase orders, ZRA LPOs and scanned
summaries, customs documents.
โข Assist the Procurement Officer with other procurements, analyzing them and ensure
complete procurement documentation is processed according to policy and established
procedures.
โข Maintain the ZRA LPO tracking sheet and make sure it is updated on a weekly basis.
โข Assist in obtaining quotations, compiling, and analysing cost information and assist in the
selection of vendors, including preferred vendors.
โข Always maintain an up-to-date procurement tracker for easy reference by all departments.
โข Communicate and report all challenges to the Senior Procurement Advisor for resolution.
โข Maintain a filing system for all Zambia Integrated Health Project contracts, service level
agreement and Bridger Insights file for all vendors
Basic Requirements
โข Diploma /bachelorโs degree in Purchasing & Supply or equivalent.
โข Must be a member of Zambia Institute of Purchasing and Supply
โข Minimum 2 yearsโ experience as Procurement officer
โข Knowledge of USAID rules and regulations related to contracts and cooperative agreements is an advantage.
Preferred Qualifications
โข Knowledge of procurement of consultancy services is an advantage.
โข Knowledge of sourcing and procurement techniques
โข Understanding of local contract and procurement law
โข Proven attention to details.
โข Experience using computers and software at work and proficiency with MS Word and
MS Excel is essential.
โข Strong written and oral communication skills, including the ability to make presentations.
โข Ability to multitask with ease, adapting to frequently changing priorities.
โข Good negotiating and conflict resolution skills
โข Fluency in English