Procurement Officer - Habitat for Humanity Zambia

Habitat for Humanity Zambia is a not for profit Christian organization which is a part of Habitat for Humanity International. It was founded in 1984 with its existence in five provinces in Zambia. Its mission is to work with individuals, groups, churches and organizations to provide simple but decent housing for the vulnerable in our communities and eliminate poverty housing. Habitat believes in creating a world where everyone has a decent place to live.
Job Title: Procurement Officer *1
Department: Finance
Job Location: Lusaka
Reports to: Senior Finance Officer
Start Date: Immediately
Responsible for: Procurement and Inventory control
Performance review: After 3 months
To ensure that all procurement of goods and services are conducted in a timely, accurate, transparent and efficient manner in line with HFHZ Procurement Policies and procedures.
Key areas of responsibility:
  • Gathers, stores, adapts and distributes information within the office.
  • Ensure that all material information is properly labelled and filed
  • Ensure that the right individuals receive all procurement correspondence addressed to them for action.
  • Transmit, receive and distribute correspondence between Lusaka, Kaoma, Solwezi, Kabwe and Ndola relating to procurement of good and services
Financial Management and reporting:
  • Work with the Assistant Accountant to ensure all houses are properly costed.
  • Ensure all materials are properly accounted for and used for the intended objectives.
  • Ensures that only approved goods and services are paid for.
Major procurement tasks to be performed:
  • Screens and register vendors that HFHZ will conduct business with.
  • Assumes responsibility and oversight of large and complex purchases involving use of Requests for Proposals.
  • Assists departments with specification development, drafts RFP, obtains NO approval and serves on the Procurement Committee.
  • Processes purchase requisitions / orders within purchasing authority.
  • Invites, assesses, and award/recommend supplier tenders, bids, quotations, and proposals.
  • Establishes and negotiates contract terms and conditions, and maintains supplier relationships.
  • Prepares and maintains purchasing records, reports and price lists.
  • Works with internal and external stakeholders to determine procurement needs, quality, and delivery requirements.
  • Assists in the development of specifications for equipment, materials,and services to be purchased.
  • Administers contract performance, including delivery, receipt, warranty, damages and insurance.
  • Reconciles or resolves value discrepancies.
  • Complies with and maintains knowledge of applicable rules, legislation, regulations, standards, and best practices.
  • Represents the department at various meetings with Administration, Programmes, Resource and
  • Development, vendors, external agencies, professional organizations, and other groups.
  • Develops and maintains constructive and cooperative working relationships with colleagues and management.
  • Ensures vendors’ payment requisitions are raised timely and submitted.
  • Periodic field visits and inventory reconciliations
  • Ensures that beneficiaries acknowledge receipt of materials by signing on the delivery notes.
  • Periodic follow ups and verifications that beneficiaries receive the right materials requisitioned for as part of finance compliance and completeness of controls.
  • Perform other related logistics and/or duties as assigned by the Supervisor from time to time.
Knowledge (Education & Related Experience):
  • Must have a Minimum of an Advanced Diploma to a University Degree in Purchasing and Supply from a recognized Institution of learning.
  • Not less than 3 years’ progressive experience in a procurement and supply department and in a busy work environment.
  • Must be a paid up member of Zambia Institute of Purchasing and Supply (ZIPS)
  • The ideal candidate must be a self-starter, self-motivated and have the ability to communicate at all levels.
  • Experience in administrative duties and data entry.
  • Computer literate (MS Office and MS Outlook).
  • Good communication and Interpersonal skills.
  • Independent worker and team player.
  • Ability to work in a fast pace environment.
  • Willing to learn attitude.
  • Work experience in an NGO environment will be an added advantage.
Key Behaviours:
  • Planning and Organising
  • Good communication skills (Both oral and written)
  • Good analytical skills
  • Result orientated and a self-starter
  • God fearing and mature
  • Creative, problem-solver, resourceful, solution-oriented
  • Demonstrated ability to work with poise under tight timeframes
  • Skilled at working in teams and independently
  • Sense of humour and positive attitude
  • Interpersonal and intercultural sensitivity
  • Team working
  • Committed and responsible
  • Willing to work out of contractual hours during times of need
  • Detail oriented and dependable
  • Initiative, multi-tasking, integrity, and self-control
KEY RELATIONSHIPS (excluding own line manager and staff)
  • Programs Manager
  • Resource Development and Communications Manager
  • Human Resource Officer
  • National Director
  • Vendors
Selection Process:
Applicants will initially be evaluated based on documentation submitted with applications. Competitively ranked applicants may be tested and interviewed. Applicants must submit all requested documentations for them to be considered.
Application Mode:
Send an application letter, updated CV, copies of relevant professional certificates, NRC, names, active contact numbers and email addresses of three references addressing your application to the National Director. Email your applications to or
Closing Date: The closing date for applications is Tuesday, 19th July, 2016.
Only shortlisted candidates will be contacted.
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