Procurement Officer

Education Development Center (EDC) is a global nonprofit that advances lasting solutions to improve education, promote health, and expand economic opportunity. Since 1958, we have been a leader in designing, implementing, and evaluating powerful and innovative programs in more than 80 countries around the world.

EDC promotes equity and access to high quality education and health services and products that contribute to thriving communities where people from diverse backgrounds learn, live, and work together. We support an inclusive workplace culture that embraces many perspectives and broadens our understanding of the communities we serve, enhancing and enriching our work.

The USAID Let’s Read Project is a 5-year project funded by the United States Agency for International Development (USAID) and implemented by the Education Development Center (EDC).  USAID Let’s Read Project works to improve reading outcomes for children attending pre-primary (kindergarten) through to Grades 3 and provide professional development for teachers to support reading interventions in Zambian public and community schools.

Position Description

The Procurement Officer is responsible for managing all project procurement processes including printing of Teaching and Learning Materials and equipment procurement,  and is also responsible for overseeing the procurement of goods and services in support of project objectives, tasks and activities while ensuing completion in a timely manner and within deadlines. The Procurement Officer will ensure that EDC and project procurement policies, procedures, rules and guidelines are followed.

Responsibilities:

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 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;


• Working closely with the project technical teams and providing procurement guidance and assistance to trainings, events and activities that will require the rental of venues or hotels, catering services, transportation services and procurement of stationery and supplies;


• Maintain a file system for procurements and ensure that the minimum 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;


• Create and maintain the project inventory list in coordination with project management;


• Coordinate the development of local vendor list;


• Support project budget revisions by providing estimated pricing for goods and services;


• Supervise staff and provide on the job training in procurement functions; and


• Other duties, as assigned.

Reporting and Organizational Relationships:

Procurement Officer reports to the Finance and Administration Director.

The candidate for the position of Procurement Officer shall have at a minimum the following qualifications: 

Education:

Minimum Bachelor’s Degree in degree in 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.

Language:

Fluency in English is required. Knowledge of (and proficiency in) Bantu languages highly preferred.