Senior Procurement Officer

Website Right to Care Zambia

Treating Health Seriously

ABOUT US
Right to Care is at the vanguard in supporting and delivering prevention, care, and treatment services for HIV and associated diseases. We work with government and communities to find pioneering solutions to build and strengthening public healthcare.

We embrace a strong entrepreneurial culture and focuses on innovation and the use of technology to enhance services, address skills shortages, and deliver quality healthcare outcomes. Our areas of expertise include HIV and TB care and treatment, pharmacy automation, medical male circumcision, and cervical cancer diagnosis and treatment.

In 2021, Right to Care Zambia was awarded a five-year project funded by USAID through the PEPFAR mechanism. The USAID Action HIV project aims to reduce HIV mortality, morbidity and transmission by achieving the UNAIDS and PEPFAR goal of 95/95/95 HIV treatment coverage by providing comprehensive HIV Prevention, Care and Treatment maintenance services in Luapula, Northern and Muchinga provinces of Zambia. The USAID Action HIV project works closely with and in support of the Ministry of Health.

QUALIFICATIONS AND EXPERIENCE
Minimum Qualifications and Experience:

  • Bachelor’s degree in Supply Chain Management or equivalent
  • Professional certification in procurement or supply chain management
  • Minimum 4 years relevant work experience
  • Member of Zambia Institute of Purchasing and Supply (ZIPS)

Desirable Qualifications and Experience:

  • CIPS Level 6, Postgraduate in Supply Chain Management or related field.
  • 5 year’s working experience in procurement.
  • Experience in managing procurement for USAID funded projects is an added advantage.
  • Strong knowledge of procurement principles, practices and regulation.
  • Experience with Sage Evolution or any procurement software.

TECHNICAL AND BEHAVIOURAL COMPETENCIES

  • Planning and Organizing
  • Good communication skills
  • Professional Ethics and Integrity
  • Good negotiation skills
  • Attention to detail

KEY PERFORMANCE AREAS
Procurement Management:

  • Ensure effective implementation of the Procurement Policy within Right to Care.
  • Identify cost-saving and cost-reduction opportunities in expenditure during the procurement process.
  • Maintain preferred and approved supplier lists with appropriate documentation.
  • Ensure full contractual, Service Level Agreements (SLAs) and legal compliance, ensuring suppliers perform strictly in line with contractual obligations and legislative requirement including risk assessments.
  • Ensure regular market testing and benchmarking is performed to ensure maintenance of market competitiveness by comparing verified supplier pricing to market pricing.
  • Prepare prior approval request to Donors relating to procurement of restricted goods and services.
  • Execute the tender and bidding process by advertising and calling the committee meetings.
  • Negotiate and finalise payment terms with suppliers within delegation of authority.
  • Accountable to support the audit process on a yearly basis by ensuring all necessary documentations are provided for auditing purposes.
  • Build and manage key relationships with suppliers and service providers to ensure smooth programme implementation.
  • Conduct reviews of open Purchase Orders and requisition reports and make prompt follow ups.

Implementation of Procurement:

  • Advise and support USAID Action HIV staff in procurement and supplier relationships by helping to deliver better procurement practice through continuous communication and providing support based on the specific requests.
  • Apply the Procurement policy and procedure in execution of daily activities.
  • Collaborate with the relevant stakeholders to establish procurement needs and establish the appropriate sourcing strategy and methodology
  • Support the Procurement Manager in procurement activities such as tender process, grant requirements, supplier relationships and contract management for goods and services.
  • Review documents to establish missing information and submit to Line Manager for approval.
  • Raise the necessary purchase orders in Advanced Procurement system.
  • Receive procurement requests from user departments and clarify items specification with user department before embarking on the procurement process.
  • Work closely with the Finance department to ensure timely payments to vendors
  • Monitor supplier performance
  • Complete the necessary documentation for each procurement transaction.
  • Obtain and review quotes to ensure compliance to the Right to Care procurement policy.
  • Assist the Line Manager by completing a bid analysis for procurement transaction using the appropriate template in supporting the selection process of suppliers.
  • Conduct the System of Award Management (SAM) check on all procurement transactions on the necessary platform.

Tender Process:

  • Initiate tender process for all bids above the quotation threshold.
  • Facilitate the closing of all bids by opening tender box and recording all bids.
  • Conduct a preliminary analysis and pre-qualification of all bids and prepare submission to bid evaluation committee.
  • Draft the bid evaluation committee minutes.
  • Maintain all bid communication regarding bidding processes and communicate the outcome of the bid evaluation committee to the supplier.
  • Ensure complete and detailed records of all bidding documents for audit and legal purposes.

Procurement Planning and Supplier Management:

  • Share the monthly cash flow needs for procurement (obtained from open Purchase Orders) with the Procurement Manager on the 20th of every month to ensure timely payment of vendors.
  • Submit timely and complete payment documentation within the stipulated timeline.
  • Review Open Purchase Orders periodically, communicate with suppliers to submit the invoices and statements within 48 hours of delivery/completion of tasks and where possible request for cancellation of overdue Purchase Orders

APPLICATION PROCEDURE

  • Applications in the form of a cover letter and CV must be submitted to Vacancy25@righttocare.org
  • All applicants are required to complete an online competency assessment accessible using this link –  https://my.assessio.com/right-to-care-senior-procurement-officer
  • Only applicants that complete the two steps above will be considered.

DISCLAIMER
By applying for the above-mentioned position, you consent to Right to Care to conduct qualification, ID, criminal and reference checks (internal and external) which forms part of the Company’s recruitment policy and procedure. Should you not receive a response to your application from Right to Care within one month of this advert being placed, kindly consider your application as being unsuccessful.

Applicants are required to complete all screening assessment questions and completion of competency assessment using the link provided above for the application of this position to be complete.

Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.  Right to Care reserves the right to withdraw the vacancy at any time for whatever reason.

Right to Care is an equal opportunity affirmative action employer. The Company’s approved Employment Equity Plan and Targets will be considered as part of the recruitment process.  As an Equal Opportunities Employer, we actively encourage and welcome people with various disabilities to apply.

Right to Care Zambia is aware of fraudulent activities by certain individuals claiming to be representatives of the organization.

Be advised that Right to Care does not charge any fee at any stage of the recruitment process, and as such Right to Care Zambia assumes no responsibility for any announcements or activities by such individuals or entities.

To apply for this job email your details to vacancy25@righttocare.org