Senior Advisor Procurement Pact

Pact Overview

At the heart of Pact is the promise of a better tomorrow. The promise of a healthy life. Of a decent livelihood. Of sustainable natural resources that benefit communities. Now more than ever in its 42 -year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.

Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems, and transforming markets into a force for development.

Department Overview

Pact seeks a highly qualified Senior Advisor Procurement to work on Pact Zambia’s portfolio of projects. These include CHEKUP, ACHIEVE and most importantly the five-year USAID/Zambia Integrated Health Activity (ZIH) contract. ZIH is a five-year project led by Pact in partnership with Center for Infectious Disease Research in Zambia, Circles of Hope, Mothers2Mothers, Copper Rose Zambia, Zambia Network of Young People Living with HIV, and Viamo. ZIH will improve health outcomes of Zambians through equitable access to high-quality health services in the areas of client-centered HIV, tuberculosis; maternal, newborn and child health; family planning; and reproductive health. The project will reduce mortality, morbidity, and HIV transmission for sub-populations in Northwestern, Copperbelt, and Central Provinces. Pact works closely with the Zambian Ministry of Health to attain the country’s goal of reaching HIV epidemic control (95-95-95) by 2030.

The ZIH activity will be delivered through three main components namely:

1. Increase coverage of comprehensive and person-centered HIV, TB/HIV, FP/RH, MNCH prevention, diagnosis, care, treatment and support services in both communities and health facilities.
2. Increase utilization of community and facility-based quality and person-centered integrated HIV, TB/HIV, FP/RH, MNCH services.
3. Increase capacities of Provincial and District Health Offices to improve quality and sustain Direct Service Delivery of integrated HIV, TB/HIV, FP/RH, MNCH during and beyond the life of ZIH.

Key Responsibilities

The Senior Advisor Procurement (SAP) will be responsible for all Pact Zambia procurement. S/he will ensure compliance with USAID regulations and PACT policy and procedures in support of project activities at the Pact Zambia headquarters and three provincial offices in Central, Copperbelt and Northwestern provinces. S/he will supervise a Procurement Manager who in turn supervises a Procurement Officer and a Procurement Assistant. Duties will include oversight of the day-to-day procurement functions, prioritizing assignments and coordinating the work of his/her team. The SAP will lead the procurement process on complex, high-value, and critical programmatic procurements such as lab materials, non-pharmaceutical supplies, health commodities, IT equipment and blanket purchase agreements among other procurements. S/he will maintain a procurement process that is compliant, transparent, responsive, and efficient in delivering goods and services on-time and within budget. S/he will report to the Director Financial Management and Operations (DFMO).

The Senior Advisor Procurement’s specific responsibilities will include, but are not limited to:

• In coordination with the DFMO, ensure that procurement practices are in compliance with Pact Zambia’s procurement policies and procedures and USAID rules and regulations.
• Take a hands-on approach to supervising and coordinating and assisting the work of the procurement team to:
• Effectively manage the overall day-to-day procurement process including preparing requests for quotations and proposals, conducting bid evaluations and analysis, preparing negotiation memos, conducting vendor due diligence, drafting purchase orders in support of the procurement of goods and services for the project, and working with vendors for timely and complete delivery.
• Prepare and continuously update the annual procurement plan with support from the senior management, operations, finance, and technical staff.
• Continuously and completely update the Purchase Requisition/PO tracker to use it as a management tool in prioritization, feedback to project staff and performance measurement.
• Work closely with the project technical teams and provide procurement guidance and assistance to trainings, events and activities that will require, among other things, the rental of venues or hotels, catering services, transportation services and procurement of stationery and supplies.
• Manage a procurement filing system and ensure that the minimum required documentation is in each procurement file.
• Ensure that all vendors meet 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.
• Conduct market research in Zambia to verify availability and pricing for goods and services required by the project.
• Support project budget revisions by providing estimated pricing for goods and services.

Qualifications, Skills and Experience

Qualifications:

• Master’s degree in a field relevant to the position. This could be Business Administration, Accounting, Social Sciences, Supply Chain Management, or another related field.
• A member of Zambia Institute of Purchasing and Supply (a must)
• A member of Chartered Institute of purchasing and supply (an Advantage)

Skills and Experience:

• A minimum of 10 years of senior level procurement management experience in Zambia of which six must be regarding USAID funded programs.
• Supervisory and management experience is a must – ability to manage, supervise and coordinate the work of the Procurement Team made up of
• Procurement Manager, Procurement Officer and Procurement Assistant; must be able to prioritize, assign and delegate tasks for maximum effectiveness and productivity.
• Experience in competitive procurement of goods and services required, and the administration of subcontracts and purchase orders.
• Knows how to develop, track, and update an annual procurement plan.
• Proven experience in maintaining a filing system for procurements and ensuring that the required documentation referenced is in each procurement file and fully compliant to USAID regulations and Pact policy.
• Proven attention to details.
• Experience using computers and software at work and proficiency with MS Word and MS Excel is essential.
• Ability to work hands-on, independently, and with a team in a fast paced, high work volume, deadline-oriented environment.
• Strong written and oral communication skills, including the ability to make presentations.
• Ability to multitask with ease, adapting to frequently changing priorities.
• Willingness to travel to provinces and districts covered by the project.
• Knowledge of USAID rules and regulations as related to contracts and cooperative agreements.