Assistant Procurement and Operations Coordinator Restless Development Zambia

ABOUT RESTLESS DEVELOPMENT

We know young people have the power to solve the challenges we face in our world, but they are being ignored and overlooked. We are the agency that works with young people so they can lead in solving those challenges. Whether that means supporting communities to end child marriage or prevent HIV, we work with young people to change their lives and the lives of people in their communities.

Our programmes are genuinely life-changing, but can’t do any of this without talented, creative individuals at every level of our organisation.

OUR APPROACH TO SAFEGUARDING

Restless Development considers the welfare and protection of children, young people and vulnerable adults to be an organisational imperative with primacy over the success of programmes or strategic objectives. We recognise that safeguarding is everyone’s responsibility and we expect all of our staff, volunteers and partners to ensure we protect the communities in which we operate from harm and abide by our Safeguarding Policy.

ABOUT THE ROLE

Restless Development Zambia has since 2003, been equipping youth to voice their priorities; facilitating their access to decision makers for accountability; and supporting platforms for youth to demonstrate that they are effective change agents. We strengthen government, institutional and civil society partners’ capacity to engage with youth. Our evidence based policy engagement is unique in its approach, cutting across government, private sector and the NGO sector and this has set us apart as an innovative partner in development.

We are seeking a dynamic and talented Assistant Procurement and Operations Coordinator to ensure the highest standards in performance and accountability are achieved across the agency. Based in our Head Office in Kabwe (with regular travel to other operational locations including to Suppliers), the Assistant Procurement and Operations Coordinator will ensure our team is delivering the highest standards of Procurement and supporting the Head of Operations in Operations matters.

Working under the leadership of the Head of Operations, the Assistant Procurement and Operations Coordinator will also be expected to drive performance through the Administrative Assistant and Drivers to meet or exceed the targets set against our strategy and business plan.

The successful candidate will be highly systems and process oriented, ensuring that up to date information is available, analysed and acted upon by the Leadership Team to address the level of risks and challenges to the performance of the business units.

ABOUT THE ROLE

Job title: Assistant Procurement and Operations Coordinator
Location: Kabwe
Salary: K167,064 Basic Per Annum
Preferred start date: TBA
Length of contract: 1 Year
Visa requirements: Must have the right to work in Zambia
Reports to: Head of Operations
Direct reports: Administrative Assistant, 4 Drivers
Expected travel: National travel will be required (approximately 10%)

KEY PRIORITIES

The Assistant Procurement and Operations Coordinator scope of work will be setting up strategies to find cost-effective deals and suppliers as well as support the Head of Operations office;

1. System Strengthening and Processes of the Procurement

Complete the Annual Supplier Review in line with the Organisation policies
Develop Annual Procurement Plans for all projects
Devise and use fruitful sourcing strategies
Discover profitable suppliers and initiate business and organization partnerships
Negotiate with external vendors to secure advantageous terms
Approve the ordering of necessary goods and services
Finalize purchase details of orders and deliveries
Examine and test existing contracts
Track and report key functional metrics to reduce expenses and improve effectiveness
Collaborate with key persons to ensure clarity of the specifications and expectations of the Organisation in every transaction.
Foresee alterations in the comparative negotiating ability of suppliers and clients
Perform risk management for supply contracts and agreements keep abreast with any government regulations e.g. taxes and importation procedures
Control spend and build a culture of long-term saving on procurement costs.
2. Operations

Support the Head of Operations on safety and security, ensuring that effective risk management and actions are in place and that all staff understand and comply with organisational policy.
Support the Head of Operations in ensuring that all compliance internally is adhered to. This includes updating and tracking the Quality Assurance Framework
Ensure full compliance with Restless Development’s safety and security policies.
Supporting the Head of Operations in all statutory regulations are followed and that all are kept up to date
Develop and Track internal Organisation policies and procedures that help the Organisation adhere to laws and regulations.
With support of the Head of Operations conduct regular internal audits to identify any risks in the Organisation.
Communicate with members of staff to ensure they know what to do in order to be compliant with internal and external laws and regulations.
Constantly report to management on potential risks and give solutions to such risks.
3. People and Performance management

Conduct Performance Management processes for all direct reports assigned to the role.
Develop career development plans with all direct reports assigned to the role.
Ensure that the development needs for all direct reports are fully captured and being attended to.
Link the direct reports to mentoring and coaching opportunities
Ensure full compliance with Restless Development’s people and performance policies within your team.
4. Other

You may occasionally be required to work on weekends and/or public holidays, for which time off in lieu will be granted
Other duties as required.
SKILLS AND EXPERIENCE

Essential

Graduate-level degree in relevant field of Supply and Purchasing, or equivalent work experience.
Experience in monitoring Procurement risks, and work plan forecasting against plans and targets
Proven success in cultivating relationships with external stakeholders such as Suppliers.
Commitment to Restless Development’s values and mission (see website)
Excellent written and oral communication skills in English
Excellent IT skills, especially Excel, Power-point, and Word.
Be results oriented and forward-thinking, with demonstrated analytical skills.
A role model, able to gain the respect of the management and wider staff team
Desirable

Experience in collecting and analysing data.
Knowledge of sourcing and procurement techniques.
Experience in oversight of multiple teams and units
Proven success of distance management of field offices
Person Specification

The Individual must be results orientated, highly self-motivated and have demonstrated analytical skills and ability to communicate effectively. The successful candidate will thrive in a multicultural environment as part of a rapidly growing and developing organisation and be personally committed to Restless Development’s mission and values.