Procurement Assistant Pact

Pact Overview

Pact is an international nonprofit that works in nearly 40 countries building solutions for human development that are evidence-based, data-driven, and owned by the communities we serve. Our vision is thriving, resilient and engaged communities leading their own development. Founded in 1971, Pact works with partners to build resilience, improve accountability, and strengthen knowledge and skills for sustainable social impact. To learn more about Pact Zambia, visit: www.pactworld.org/country/zambia

We are a recognized global leader in creating social impact. Our staff have a range of expertise in areas including capacity development, public health, governance, civil society, climate change adaptation and mitigation, energy, women’s economic empowerment, fragile states, artisanal and small-scale mining communities, monitoring and evaluation, microfinance, and more.

Project Summary

Pact seeks a highly qualified Procurement Assistant 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 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; and
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 the activity.

Key Responsibilities

Under the supervision and guidance of the Procurement Manager the Procurement Assistant will be responsible for the following:

• Maintain a register for all documents/samples/tender or bids received at all times.
• Update accruals on a daily basis by ensuring that the information have activity/budget code and complete description in the tracker.
• Assist the procurement manager with review and approval of all procurement documentation.
• Liaise with finance department on all hotel bills which need to be processed for payment.
• Ensure all invoices received are logged in the invoice tracker in readiness for payment.
• Prepare all documentation pertaining to invoices received and submit complete documentation to finance for payment.
• Maintain and update RFQ/RFP trackers indicating current status.
• Maintain a comprehensive e-filing system for Purchase orders, ZRA LPOs and scanned summaries, customs documents.
• Assist the Procurement Manager with other regions procurements, analyzing them and ensure complete procurement documentation are processed according to Standard Operating Procedures.
• Maintain the ZRA LPO tracking sheet and make sure it is updated on a weekly basis.
• Assist in obtaining quotations, compiling, and analysing cost information and assist in the selection of vendors, including preferred vendors.
• Always maintain an up-to-date procurement tracker for easy reference by all departments.
• Communicate and report all challenges to the Procurement Manager for resolution.
• Ensure vendors receive and sign both ZIH Purchase Orders and ZRA LPOs and that invoices and receipts are issued for ALL purchases made by the project.
• Maintain a filing system for all Zambia Integrated Health Project contracts, service level agreement and Bridger Insights file for all vendors (to file alphabetically and to ensure they are updated every 6 months regularly).
• Ensure that Purchase Requisition/Purchase Order book/Invoice book/ZRA LPO books are kept in safe custody with the Procurement Manager at COB every day.

Qualifications, Skills and Experience

• Grade 12 Certificate
• Diploma/Degree in Purchasing & Supply, Public Administration, Business Administration or equivalent.
• A registered member of the Zambia Institute of Purchasing & Supply
• Minimum of 3 years’ experience in a similar position.
• Demonstrated ability to manage time and perform to strict deadlines.
• Excellent computer skills required: including MS Word and Excel spreadsheets.
• Good interpersonal and teamwork skills.
• Good writing and organizational skills.
• Ability to multi-task