Procurement and Administration Officer Sanlam Life Insurance Zambia Limited

We are in the business of planning for tomorrow. The never-ending pursuit of meticulously crafting our clients’ futures. We do this by deeply appreciating the value for money and turning the materials we are given into something more. It is our trade, and it is something we are passionate about. It’s what makes us Live with Confidence. Sanlam Life Insurance Zambia Limited seeks to recruit qualified and experienced professional to fill up the role of Procurement and Administration Officer at head office.
 
Job Summary 

Reporting to the Chief Financial Officer – The Procurement and Administration Officer is responsible for processing purchase orders and ensuring compliance with relevant Sanlam Life Insurance Zambia Limited procurement policies and procedures. providing advice and customer service to staff in relation to purchasing processes and payment of invoices. This position also assists with other areas of the Head-Office and branch activities including fleet management and general administration duties. Responsible for evaluating suppliers, products, and services, negotiating contracts, and ensuring that approved purchases are cost-efficient and of high quality.

Purpose of the role  

Processes purchase orders and ensuring compliance with relevant policies and procedures.
Maintaining positive supplier relations, evaluating supply options, purchases and maintaining accurate records.
Overseeing and supervising employees and all activities of the purchasing department.
Oversee office opening and closing procedures and negotiation with all office landlords for price, maintenance repairs.
Ensure office and vehicle insurance is up to date and appropriate.
Ensure all travel requests for national and international travels including booking air-tickets, hiring motor vehicles and accommodation.
Prepare for and coordinate various office social and formal activities, i.e., workshops, team building, staff retreat, sickness visit, funerals, newborn baby visit, etc.
Ensure budget holder provide annual/quarterly procurement plan and initiate procurement plan discussion with budget holder.
Lead annual approval of required supplier and authorized supplier list and ensure supplier database is updated
Ensure all procurement documentation achieving is in compliant with policy.
Oversee the development of tools as check list to support the Chief Financial Officer to ensure compliance to policies and procedures including internal control.
Serve on Procurement Committee for sealed and open bids as required.
Manage procurement processes and ensure policies and procedures are being followed.
Conduct monthly spot check on stock – stationary, monthly office supplies and ensure sign off.
Regular review of asset disposal and submit recommendation at least yearly
Coordinate orientation to new staff to ensure that they are conversant with procurement policies and procedures.
Work with HR for staff recruitment and other related HR and Admin work in the organization.
Participate in Team meetings and assist on Department work planning.
Discuss with Chief Financial Officer on the training needs and development opportunities on administration system, policies, and procedures.
Maintain an awareness of staff comments and any complaints to identify any area of improvement.
Prepare periodical reports on stationery, supplies, kitchen supply, vehicle maintenance and its cost analysis.
Establish and maintain formal and informal links with suppliers, service providers, agencies to ensure that the organization is providing the appropriate range and quality of services
Provides administrative support to the team and contributes to the implementation of continuous improvement in all processes.
Assists with other administrative duties as required including Fleet Management of SLIZ branch and head office motor vehicles.
Maintaining and updating supplier information such as qualifications, delivery times, product ranges, etc.
Weekly follow up with the approved authorizers on all unauthorized POs in the ERP-
Oversee contracts of all office equipment’s maintenance and ensure regular maintenance based on the service level agreements with various suppliers.
Receive all purchase requisitions
Sending out requests for quotations, compiling and analyzing costs and selecting of vendors in line with the Operating Procedures
Ensure all invoices received for goods and services are logged in the invoice tracker in readiness for payment.
Maintain a comprehensive E-filling system of all procurement documents.
Carries out any other assignments as delegated by supervisor.

Minimum qualifications and experience  

Grade 12 (or equivalent)
Bachelor’s Degree or Professional Qualification equivalent to a degree
Member of a relevant professional body.
Minimum of two (2) year’s relevant experience in a Multinational, highly performance driven culture environment in financial services and/or a senior Auditing House.