Electoral Commission of Zambia
The Electoral Commission of Zambia seeks to recruit qualified and experienced individuals to fill SHORT TERM POSITIONS of the following vacancies for a period of ONE (01) YEAR.
1. LEGAL ASSISTANT-(1)
PURPOSE OF THE JOB
To assist the Legal Department by giving legal advice, carrying out research and preparing for cases in court.
REPORTING ACCOUNTABILITY
This position reports to the Legal Officer.
MAIN DUTIES
1. Assists in maintaining legal files;
2. Conducts searches at PACRA and Court Registries in order to ensure that al relevant information is brought to the attention of the Legal Department:
3. Conducts research and identifies appropriate laws, judicial decisions, lega articles and other materials to facilitate provision of legal opinions;
4. Compiles, analyses, and organizes information for use by the Legal Department;
5. Drafts pleadings and motions to be filed in court subject to approval.
6. Drafts legal opinions;
7. Ensures that all documents required for drafting of contracts are submitted to the department;
8. Conduct review of legal publications:
9. Attend to filing Court documents:
10. Follow up on matters pending with the Attorney General’s Office and Ministry of Lands;
11. Prepare periodic reports on litigation and other matters in the lega department:
12. Assists with the preparation of logistics for conflict management activities; and
13. Perform any other related duties that the supervisor may reasonably request from time to time.
QUALIFICATIONS AND EXPERIENCE
1. Full Grade Twelve Certificate or Equivalent
2. Bachelor of Laws (LLB) Degree
3. Has completed the legal practitioners Qualifying course
4. Proof of having worked in a law firm or legal environment
PERSONAL ATTRIBUTES
1. Non-partisan.
2. Honest and reliable with moral strength.
3. High degree of attention to detail.
4. Ability to work with minimum supervision.
SKILLS
1. Inter-personal and communication skills.
2. Analytical, organizational and leadership skills.
3. Report writing and general written and oral presentation skills.
2. PROCUREMENT ASSISTANTS – (02)
PURPOSE OF THE JOB
To conduct procurement of goods and services on behalf of client departments in line with the Commission’s strategic objectives.
REPORTING ACCOUNTABILITY
This position reports to the Assistant Procurement Officer.
MAIN DUTIES
1. Receives specifications of requirements and prepare enquiries and ensure dissemination of the same to prospective bidders;
2. Assist in the implementation of cost saving measures in line with procurement Commission policies and procedures:
3. Ensure contractual obligations such as delivery times, quality and specifications adherence and payment terms;
4. survey the market before executing the procurement
5. conducting procurement activities in line with the approved processes and procedures to reflect the requirement of the relevant laws, policy of the
6. Commission and best procurement practices;
7. Conducting tender closing and opening sessions in a transparent manner; 8. filling orders and payment requests in line with the documentation required to fulfil requests;
9. Distribution of necessary documentation for the meetings;
10. Filing of minutes, supply contracts, service contracts and other procurement records;
11. Assist in the preparation of contract status reports and ensure that they are submitted for decision making;
12. Assist in the implementation of the Commission’s process for vendor management, including resolving of problems between suppliers and client departments; and
13. Performs any other related duties that the Supervisor may reasonably request from time to time.
QUALIFICATIONS AND EXPERIENCE
1. Full Grade Twelve (12) Certificate or its equivalent
2. Chartered Institute of Purchasing and Supplies (CIPS) level IV Diploma or Zambia Institute of Purchasing and Supply (ZIPS) level IV or equivalent
3. Valid Membership of the Zambia Institute of Purchasing and Supply (ZIPS)
4. Good Knowledge of SAP or any other ERP System
5. Two (02) years post qualifying relevant experience in Procurement.
6. Experience in a quasi-government institution added advantage.
7. Knowledge of Public Procurement Act and Regulations
PERSONAL ATTRIBUTES
1. Non-partisan.
2. Honest and reliable with moral strength.
3. High degree of attention to detail. 4. Ability to work with minimum supervision.
SKILLS
1. Inter-personal and communication skills.
2. Analytical and organizational skills.
3. Report writing and general written and oral presentation skills
4. Good Computer Skills
3. GEOGRAPHICAL INFORMATION SYSTEMS (GIS) OFFICERS – (09)
PURPOSE OF THE JOB
To assist in creating, reviewing an lold aligning of electoral boundaries.
REPORTING ACCOUNTABILITY
The position reports to Geographical Information Systems (GIS) Engineer.
MAIN DUTIES
1. Assist to prepare delimitation technical information and managing delimitation database;
2. Capture (digitizing) and process delimitation sittings outcomes and produce relevant maps (both digital and hard copy):
3. Capture GIS data using satellite images and online maps;
4. Conduct field data collection using Global Position System (GPS)
technology:
5. Update GIS data using GIS software’s such as ArcGIS/QGIS on regular basis.
6. Performing periodic GIS data Backups;
7. Query GIS database to provide information in appropriate format as per special request by users:
8. Program scripts to process GIS Data (Python, Java):
9. Manage and troubleshoot GIS software and equipment (ArcGIS, QGIS); and
10. Perform any other related duties that the supervisor may reasonably request from time to time.
QUALIFICATIONS AND EXPERIENCE
1. Full Grade Twelve Certificate or Equivalent
2. Bachelor’s degree in Geomantic Engineering, Geospatial Science, Surveying or Forestry.
3. Two (02) years post qualifying experience in the relevant field.
PERSONAL ATTRIBUTES
1. Non-partisan.
2. Honest and reliable with moral strength.
3. High degree of attention to detail.
4. Ability to work with minimum supervision.
SKILLS
1. Inter-personal and communication skills.
2. Analytical, organizational and leadership skills.
3. Report writing and general written and oral presentation skills.
4. STORES ASSISTANTS – (02)
PURPOSE OF THE JOB
To perform manual and clerical duties in the receiving and issuing of materials and is responsible for the security and accountability of all items in stores.
REPORTING ACCOUNTABILITY
This position reports to the Assistant Stores Officer.
MAIN DUTIES
1. Receives and inspects goods against purchase order specifications; liaises with user departments or supervisor where necessary, before receiving the items. Prepares a Goods Received Note; prepares and submits delivery documentation and supplier invoice to Procurement for payment processing at Finance;
2. Issues requested items from the warehouse against duly approved and authorized stores requisitions;
3. Prepares periodic and ad hoc stores reports on stores movements, when and as required by the supervisor;
4. Timely captures goods issues and receipts in the system, on Bin Cards and other supporting stores records;
5. Takes action to ensure that goods in warehouse are stored appropriately and secured from theft, pilfering or deterioration;
6. Advises supervisors on items that have reached re-order level and which require timely replenishment to avoid stock outs;
7. Advices supervisors on slow moving, redundant, obsolescent and/or obsolete items which need to be recommended for disposal;
8. Participates in periodic and ad hoc stock taking exercise to verify stock quantities. Reconciles the physical inventory with Stores records; and
9. Performs any other related duties that the Supervisor may reasonably request from time to time.
QUALIFICATIONS AND EXPERIENCE
1. Full Grade Twelve (12) Certificate or its equivalent
2. Chartered Institute of Purchasing and Supplies (CIPS) level IV Diploma or Zambia Institute of Purchasing and Supply (ZIPS) level IV or equivalent
3. Valid Membership of the Zambia Institute of Purchasing and Supply (ZIPS)
4. Good Knowledge of SAP or any other ERP System
5. Two (02) years post qualifying relevant experience in Stores Management.
6. Experience in a quasi-government institution added advantage.
1. Non-partisan.
2. Honest and reliable with moral strength.
3. High degree of attention to detail.
4. Ability to work with minimum supervision.
SKILLS
1. Inter-personal and communication skills.
2. Analytical, organizational and leadership skills.
3. Report writing and general written and oral presentation skills.
Interested candidates should send their applications to the undersigned enclosing detailed Curriculum Vitae with names of three (03) traceable referees including their contact phone numbers and copies of educational and professional certificates not later than Friday, 12th April, 2024.
The Chief Electoral Officer,
Electoral Commission of Zambia,
Elections House, Haile Selassie Avenue,
P.O. Box 50274,
LUSAKA.
NB: Only shortlisted candidates will have their applications acknowledged