Procurement and Logistics Assistant Ciheb Zambia

Organization Summary:
Ciheb Zambia is a non-profit local Zambian organisation supporting Ministry of Health to scale up comprehensive HIV prevention and testing services and find the best solutions to life threatening situations among communities in Zambia, including addressing global health security issues.

Position Summary:

The Procurement & Logistics Assistant will support the procurement and logistics functions, ensuring all activities are conducted in compliance with Ciheb Zambia and donor policies and procedures. He/she will play a vital role in maintaining efficient procurement processes, managing records, and coordinating logistics operations to support program objectives. The Procurement and Logistics Assistant will report to the Procurement and Logistics Manager.

Duties and Responsibilities:

Procurement:

• Purchase Requisitions: Register Purchase Requisitions (PR) in the procurement tracker and ensure all entries are accurate and up-to-date.
• Record Maintenance: Maintain and update procurement records, including supplier information, purchase orders, and inventory records.
• Quotation Sourcing: Source quotations from vendors in response to user department requests, ensuring all specifications are met.
• Order Processing: Assist in the preparation and processing of purchase orders and requisitions, following established procurement guidelines.
• Document Management: Maintain comprehensive files for each order by scanning and uploading procurement documents to the Drive for easy access and reference.
• Vendor Coordination: Communicate with vendors to ensure timely delivery of goods and services, and promptly resolve any procurement issues that may arise.
• Transaction Recording: Ensure all transactions are accurately recorded in the procurement register before submitting them to the Finance Department for payment processing.
• Market Analysis: Monitor market trends and changes in the supply chain environment to ensure procurement activities achieve competitive pricing and maintain quality standards.
• Quality Assurance: Inspect and verify delivered goods to ensure they meet the required specifications and compliance standards.

Logistics:

• Operations Coordination: Manage and coordinate logistics operations, including transportation, warehousing, and distribution, to ensure efficient and timely delivery of goods and services.
• Compliance: Ensure all procurement and logistics activities comply with Ciheb Zambia policies, donor requirements, and regulatory standards.
• Administrative Support: Provide administrative support to the Procurement and Logistics Department, including scheduling meetings, preparing documents, and maintaining organized records.

General Support:

• Documentation: Ensure proper documentation and filing of all procurement and logistics transactions.
• Team Collaboration: Work collaboratively with other departments and team members to support program activities and ensure smooth operations.
• Additional Duties: Perform any other tasks as assigned by the Procurement and Logistics Manager to support the department’s goals and objectives.

Minimum Qualifications:
Education:

• Diploma or Degree in Purchasing and Supply, Business Administration, or a related field.
• Professional CIPS (Chartered Institute of Procurement and Supply) qualification or equivalent.
• ZIPS membership is mandatory for this position.

Experience:

• Minimum of 2 years of experience in procurement, logistics, or supply chain management.

Skills and Abilities:

• Strong organizational and multitasking abilities with high attention to detail.
• Excellent communication and negotiation skills.
• Ability to work independently as well as collaboratively in a team setting.
• Proficiency in Microsoft Office Suite and experience with procurement software or ERP systems.

Other Requirements:

• Strong knowledge of procurement and logistics procedures, including sourcing, supplier evaluation, and inventory management.
• Understanding of donor regulations and compliance requirements is an advantage.