Procurement Associate at Mac Holdings

Our client, in the development sector, is looking to employ a Procurement Associate.  The Procurement Associate will be responsible for effectively managing procurement logistics and providing technical and policy advice on all aspects of procurement in accordance with the Public Procurement Act and as may be prescribed by the Zambia Public Procurement Authority. He/she will ensure the organization’s procurement procedures are followed for all purchases. He/she will also be responsible for inventory, stores and shipment management and provide a wide variety of procurement responsibilities.

AREAS OF RESPONSIBILITY AND DUTIES

Initiate Order Forms

• Prepare order forms accurately and ensure necessary documentation is attached and send to appropriate signatories for approvals
• Follow up with the Accounts Associate to ensure payment is prepared
• Prepare GPZ Orders to vendors to enable delivery of goods and services
  Stores and Inventory management
• Ensure that adequate storage and archiving space is assigned to each study and/or users
• Confirm deliveries made by suppliers and ensure that Goods Received Notes have been raised
• Issue stores requisitions for all items issued out of stores
• Conduct a quarterly stock take for all projects
• Maintain a current inventory of all assets costing more than USD $1000 at the time of purchase and their location.
• Conduct an annual inventory review.
• Ensure equipment, furniture and other items are tagged before being put in use.
• Maintain an asset transfer register
• Maintain archived study files.
• Ensure that the storeroom is maintained in a good working condition at all times i.e, cleanness, humidity, temperature, lighting etc.

Shipment Management

• Work closely with suppliers/shippers and clearing agents to ensure goods are cleared on time
• Monitor status of shipments and update the shipment tracking log.
• Note project feedback on state of goods and supplies shipped upon delivery

Clerical Duties

• Perform general clerical duties such as maintaining general files, typing, data entry, opening mail, and completing and processing standard procurement forms
• Perform related work as required

Communication

• Work collegially as part of the team.
• Communicate openly and honestly about issues, and/or problems that may arise.
• Actively participate in problem solving

SPECIAL SKILLS/COMPETENCES

• All candidates must have demonstrated excellent work experience in the use of Microsoft Office applications, especially Excel and Word
• The candidate will need to fill out online Adobe forms
• Ability to apply procurement terminology and using sheets and /or automated procurement systems
• Good interpersonal, collaborative and problem-solving skills
• Must be honest, transparent, detail-oriented and must work under minimum supervision

Education and Experience

• Diploma in Purchasing and Supply Management (CIPS)
• Minimum of 2 years progressive work experience in a related field preferably with an international organisation.
• Minimum two years experience in stores and shipment management is preferred
• Proficiency in procurement procedures and the Procurements Act
• A professional certificate and affiliation to a relevant accounting procurement professional body is a must