Procurement Officer at Habitat for Humanity Zambia

Job Title: Procurement Officer
Department: Finance

Job Location: Lusaka
Reports to: Finance Manager

Responsible for: Procurement and Inventory control

JOB PURPOSE:

To ensure that all financial, procurement activities are conducted in a timely, accurate and efficient manner in accordance with HfHZ Procurement policy and procedures including adherence to donor financing and procurement requirements.

PRINCIPAL ACCOUNTABILITIES:

Key areas of responsibility

Procurement and inventory management

• Serve on the procurement committee as a secretary and record all proceedings of the committee
• Offer professional guidance to management, user departments and procurement committee on all procurements of goods and services
• Interpret the procurement policy to user departments that may not fully understand the tenets of the policy to reduce internal conflicts
• Screen and register vendors that HfHZ will conduct business with HfHZ annually (November)
• Ensure that vendors delivery notes are signed for at all time by person receiving the goods/materials and a GRN must be generated
• Enter all the goods received in the Inventory Register (When Inventory is stored in the warehouse/ Container)
• Assumes responsibility and oversight of large and complex purchases involving use of Requests for Proposals.
• Assists departments with specification development, drafts RFP, obtains NO approval and serves on the Procurement Committee.
• Monitors and obtains best price for office expenditures.
• Represents the department at various meetings with administration, programmes, resource and development, vendors, external agencies, professional organizations, and other groups
• Reviews, analyses and approves all purchases where award is not made to the low bidder to ensure justification exists and HFHZ procurement policy is followed and adhered to
• Reviews, analyses and approves purchases of a non-competitive nature, for amounts that are below the procurement threshold.
• Resolves problems and protests concerning bid solicitations, contract awards or contract performance as the need arises.
• Addresses unauthorized purchases and conveys decisions both verbally and in writing referencing existing country laws and regulations
• Develop and maintain an effective working relationship with vendors and foster relations between suppliers
• Screen delivery documents by ensuring that persons receiving the goods sign the delivery notes (DN) and Goods Received Notes.
• Conduct periodic audit spot checks on selected builds and verify that homeowners receive the right materials requisitioned and delivered to them.

Financial Management and reporting

• Capture supplier invoices in Sun Systems
• Ensure all materials are properly accounted for and used for the intended objectives. E.g. Carry out spot check audits
• Ensure that only approved and budgeted purchases are paid for and within budget limits
• Participate in all external audits by availing all information related to procurement to the external auditors
• Deliver LPO’s, cheques and other procurement documents to vendors
• Ensure that the yellow copy of the LPO, copy of approved PR and PC recommendations are attached to the payment vouchers at processing payments
• Ensure vendors’ payment requisitions are raised timely manner and submitted for processing
• Follow up any unpaid vendors’ claims from accounts and ensure payments are processed for valid purchases.

Other related financial and procurement tasks assigned by Finance Manager

Knowledge (Education & Related Experience):

• Must have a Degree in Purchasing and Supply, Advanced Diploma in Purchasing and Supply from a recognized Institution of learning
• Not less than 3 years’ progressive experience in a procurement and supply department and in a busy work environment
• Must be a member of Zambia Institute of Purchasing and Supply (ZIPS)
• The ideal candidate must be a self-starter self-motivated and have the ability to communicate at all levels with strong supervisory skills
• Experience in administrative duties and data entry
• Computer literate (MS Office and MS Outlook)
• Good communication skills
• Independent workers and team player
• Able to work under a fast pace environment and perform OT when required
• Willing to learn attitude
• A Clean Driving Licence
• Work experience in an NGO environment will be an added advantage

Skills (Special Training or Competence):

• Good interpersonal skills
• Good Planning and organising skills
• Good communication skills (Both oral and written)
• Result orientated and a self-starter, Innovative, creative problem-solver, resourceful, solution-oriented
• A person of high integrity and good judgment;
• Demonstrated ability to work with poise under tight timeframes;
• Skilled at working in teams and independently;
• Sense of humour and positive attitude.

Key Behaviours:

• Strict adherence to safeguarding policy and practice
• Interpersonal and intercultural sensitivity
• Team working
• Committed and responsible
• Willing to work out of contractual hours during times of need

KEY RELATIONSHIPS (excluding own line manager and staff)

Internal

• Heads of Departments
• National Director
• Members of Staff

External

• Vendors

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