Procurement Officer Pestalozzi World Zambia

Pestalozzi World’s core objectives and holistic motto “Head, Heart and Hands” not only encourages academic achievement but also introduces an ethic of compassion and the benefits of learning practical skill. Pestalozzi enables education for disadvantaged children, teaching practical skills, technical knowledge and ethics. Pestalozzi seeks to recruit a qualified and experienced professional in the following vacancy

Job Title : Procurement Officer
Reporting to : Operations Manager
Location : Pestalozzi World, Lusaka, Zambia

Job Purpose

The Procurement Officer will oversee and optimize Pestalozzi World’s procurement processes to ensure cost-effective, timely, and high-quality supply of goods and services. This role will establish procurement procedures, manage vendor relationships, and work closely with internal teams to align purchasing decisions with operational needs and organizational values.

Key Responsibilities

1. Procurement Strategy and Process Development

• Collaborate with the Operations Manager to develop and implement Pestalozzi World’s procurement policies, ensuring transparency and efficiency.
• Establish procurement processes and guidelines to streamline purchasing activities, supporting internal teams with effective resource planning.

2. Vendor Sourcing and Relationship Management

• Identify, evaluate, and maintain a reliable and diverse pool of suppliers and service providers.
• Conduct negotiations and secure favorable terms and pricing with suppliers while upholding the organization’s standards for quality and ethics.
• Manage and strengthen vendor relationships to ensure dependable supply chains and foster long-term partnerships.

3. Purchasing and Inventory Management

• Process purchase requests and coordinate timely procurement of goods and services to meet project and operational needs.
• Oversee inventory management, tracking incoming supplies, and managing stock levels to avoid overstocking or shortages.
• Work closely with the Finance team to ensure purchases align with budget constraints and financial policies.

4. Cost Control and Quality Assurance

• Conduct market research and cost analysis to maintain a balance between quality and affordability in all purchases.
• Ensure that all goods and services meet Pestalozzi World’s quality standards and are delivered on time.

5. Compliance and Documentation

• Ensure adherence to Pestalozzi World’s procurement policies, and support compliance with relevant Zambian laws and regulations.
• Maintain organized records of all procurement activities, including contracts, supplier information, purchase orders, and other documentation for auditing and reporting purposes.

6. Reporting and Continuous Improvement

• Prepare and present regular procurement reports, detailing cost savings, vendor performance, and inventory levels for management review.
• Identify opportunities to improve procurement practices, reduce costs, and increase efficiency through process enhancements.

Qualifications and Skills

Educational Background : Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or a related field.

Experience: Minimum of 3 years in procurement, supply chain management, or a related role, with experience in the non-profit sector being an advantage.

Skills

• Strong negotiation and analytical skills.
• Proficiency in procurement and inventory management software.
• Knowledge of Zambian procurement regulations and best practices.
• Ability to work independently and collaboratively across departments.

Attributes

• High level of integrity and commitment to Pestalozzi World’s values of accountability and transparency.
• Detail-oriented with a proactive approach to problem-solving.
• Strong communication and interpersonal skills to manage relationships with vendors and colleagues.