Procurement Coordinator Children International Zambia

Position Summary

Coordinate, execute, verify, and validate the procurement and bidding processes of the Agency, guaranteeing the provision of resources with the quality, price, and services required, as well as the implementation of strategies that optimize the purchasing processes for the efficient implementation of programs and various requesting areas, in accordance with the CIKIC (HQ) Policies and Internal Policies.

Key Responsibilities 

• Establish, develop, execute, and monitor an Annual Purchasing Plan that, integrated into the Annual Budget of the Agency, meets, and responds to the needs of operation and operability of the Lusaka Agency.
• Manage and enforce purchasing policies and regulations, implementing the necessary internal control processes, in compliance with Agency guidelines.
• Plan and execute with the Purchasing Committee the bidding and purchasing process in accordance with the table contained in Agency Purchasing Guidelines, and the Annual Purchasing Work Plan.
• Carry out the bidding processes for the purchase of goods and services in accordance with the Table of Purchasing Guidelines, Agency Policies and internal procedures of the Agency.
• Ensure that purchase orders are executed within an adequate period so that their receipt fits the needs of each department of the Agency.
• Plan, coordinate, and control administrative and logistical activities, related to purchasing processes, inventories, dispatches.
• Obtain the appropriate information on the specifications and technical requirements for the goods or services to be procured.
• Preparation, control, and administration of contracts for the provision of services for the implementation of the Programs, with the support of the Operations Coordination.
• Ensure and propose the best alternatives for delivery and distribution of benefits together with programs, operations, and suppliers, in accordance with the Annual Benefit Distribution Plan.
• Guarantee to the Agency, the Operations and Purchasing Manager, and CIKIC that the operation of the Agency’s purchasing processes is carried out in accordance with its policies, times, procedures, and guidelines.
• Send reports (weekly, monthly, quarterly, semi-annual and/or annual) to CIKC and OR when required.
• Prepare and review the contracts for the provision of services, required for the development of the Agency’s activities, using the format defined by the legal advisor and making the necessary adjustments for each contract.
• Provide records and documents of purchases, bids, and others relating to the Purchasing department and make them immediately available to the internal and/or external auditor for inspection and cooperate fully with them to ensure that they can complete their audit work on schedule.

Education Qualification & Skills

• Bachelor’s degree in Business Administration / CIPS level 6/ any related qualification.
• Minimum of 3 years working experience in a similar position.
• A member of the Zambia Institute of Purchasing and Supply
• Word, Advanced Excel (Statistical and Financial), PowerPoint, Internet, Outlook.
• High command and management of negotiation skills. Excellent Interpersonal Relationships. Ease of Expression and Ability to Communicate Fluently. High mastery of Local Legislation.