The Procurement Officer will work closely with the Program Manager and the PCI Tender Committee, to oversee the procurement of key laboratory equipment and supplies.
The Procurement Officer will play a crucial role in collaborating with the Defence Force Medical Services Ministry of Defence (MOD) and the Ministry of Health (MOH) to forecast and quantify need of these equipment and supplies, conduct the procurement of the equipment and supplies and contract third-party service provider to conduct clearing, storage and distribution of these commodities. The responsibilities will included the systematic execution of procedures, and the timely and cost effective purchasing of all equipment, supplies and services required by the program.
Key Duties & Responsibilities:
  • Plans, develops and manages all procurement and contractual aspects of projects of significant complexity related to worldwide procurement of diverse services and commodities (e.g. laboratory equipment and supplies, financial services, information technology, electronic equipment and instruments, vehicles, motorbikes, laboratory reagents, , office supplies,  furniture, etc.), taking into account local economic and other conditions.
    Work in collaboration with the PCI tender committee to invite, assess, award and recommend international and local supplier tenders, bids, quotations and proposals
  • Establish and negotiate contract terms and conditions and maintain supplier relationships
  • Prepare and maintain purchasing records, reports and price lists
  • Understand, track, and forecast the key cost drivers and market factors for assigned commodities
  • Audit and assess supply chain regularly  and work with the Defence Force Medical Services to follow up on stock-outs, determine procurement needs, quality and delivery requirements
  • Maintain a list of updated specification for laboratory equipment and supplies in line with the MOH approved specifications
  • Negotiate pricing, terms and conditions, delivery schedules, lead time and contingency in line with the specific needs of PCI Zambia.
    Administer contract performance including delivery, receipt, warranty, damages and insurance.
  • Formulates strategies and designs innovative solutions to resolve issues/conflicts for complex procurement projects.
  • Establishes and maintains work program and schedule for ongoing contracts and newly-planned ones.
  • Participates in negotiations with senior supplier representatives; signs procurement orders up to the authorized limit, and, in cases where the amount exceeds authorized signature authority, prepares submissions to the Tender Committee for review and subsequent approval by the authorized official.
  • Conducts market research to keep abreast of market developments; researches and analyzes statistical data and market reports on the world commodity situation, production patterns and availability of good and services.
  • Identifies new technologies and products/services, evaluates and recommends potential supply sources and participates in the incorporation of research results into the procurement program.
  • Oversees adherence to contractual agreements, recommends amendments and extensions of contracts, and advises concerned parties on contractual rights and obligations.
  • Prepares a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc.
  • Provides guidance to, and may supervise, new/junior staff.
Required Qualifications:
  • A  Degree (preferably in Business or Supply Chain Management)
  • A minimum of 3 years’ experience in private or public sector enterprise in procurement, supply chain management
  • Strong analytical skills and technical proficiency with Microsoft Excel and PowerPoint, with experience developing models and tools to inform quantification and procurement of commodities
  • Experience conceiving, planning and executing programs/projects with verifiable results and little external support;
  • Experience in procurement of laboratory equipment and supplies s and supply chain management;
  • Working with numerous teams in parallel and supporting multiple programs;
  • Experience managing demanding work plans and tight budgets (for clearing, storage and distribution);
  • Ability to solve challenging problems without extensive structural or operational support;
  • Able to adapt to fast-paced and changing environment, both internally and externally; and
  • English language fluency, both written and verbal.
  • Must be registered with the Zambia Institute of Purchasing and Supply
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