POSITION: Senior Procurement Assistant (x1)
DEADLINE: October 10th, 2022
DURATION: 1 Year
START DATE: ASAP
ELIGIBILITY: Local hire only
LOCATION: Lusaka
ABOUT
Innovations for Poverty Action (IPA) is a non-profit organization that creates and evaluates solutions to social and development problems and works to scale up successful ideas through implementation and dissemination to policymakers, practitioners, investors, and donors.
Innovations for Poverty Action (IPA) Zambia seeks a qualified and suitable candidate to join the IPA Zambia Team as a Senior Procurement Assistant. The Senior Procurement Assistant will report directly to the Senior Manager, Policy and programmes, and the IPA management team – they will be responsible for assisting the IPA Zambia Operations and Procurement department
Specific responsibilities include:
- Propose possible service/product vendors for categories not listed on the IPAZ Prequalified Supplier List with the aim of sharing RFQs in line with the IPA Global Procurement Manual
- Monitor business trends and product availability to pay the best price for goods and services without sacrificing quality or delivery times
- Assist in the developing and implementing strategies for procuring, storing, and distributing goods or services and maintaining stock levels
- Nurture relationships with suppliers to negotiate the best prices for IPAZ
- Carry out periodic market surveys to ensure services and goods procured for IPAZ are competitively priced.
- Produces tender documents (e.g., Invitations to Bids, Requests for Proposals, and Requests for Quotation) based on the nature of requirements and cost of procurement involved.
- Review, Prepare and share approved Purchases Orders and contracts with suppliers.
- Ensure the accurate and timely delivery of requisitioned goods.
- Ensure all procurement-related files are securely and accurately filled to facilitate ease of retrieval on demand.
- Provide support with internal procurement inquiries from projects.
- Correspond with vendors regarding price, product availability, delivery terms & requisite documents required for the payment process.
- Respond to inquiries regarding requisitions, purchase orders, contracts & pricing information.
- Assisting program teams with procurement planning and requests
- Coordinate the issuance of IPAZ assets / Inventories and document the same via the IPAZ asset/inventory register.
- Update the asset register for any status changes for each inventory to include disposals, project transfers, loss, or damage.
- Ensure all Assets/Inventories that meet set monetary value are placed under insurance with a credible service provider.
- Attend to any other duties as assigned by the supervisor
Qualifications and Experience:
- Ability to work under minimum supervision
- Diploma in Purchasing and Supply or its equivalent
- At least 2 years of experience in supply chain/procurement
- Fluent oral and written communication skills in English
- And able to follow written instructions and communicate effectively over email
- Clean criminal record
- Zambian Citizen
- Membership in ZIPS and/or CIPS
- Experience with NPOs/NGOs is a plus
- Good listening and analytical skills.
- Self-motivated and proactive.
DISCLAIMER: The above statements are intended to describe the general nature and level of the work being performed by the Senior Procurement Assistant, IPA Zambia. The statements are not intended to be an exhaustive list of all possible duties, tasks, and responsibilities. Management reserves the right to amend and change responsibilities to meet organizational needs as necessary. Please note that IPA Zambia will never request any form of payment from an applicant. Applicants are encouraged to confirm the information listed above with IPA Zambia.
