Procurement Assistant

Job Description

The Procurement Assistant will support the Procurement Specialist in managing all project procurement processes including printing of Teaching and Learning Materials and equipment procurement. The incumbent will assist in ensuring procurement is transparent and carried out in accordance with USAID regulations, EDC procurement policies, procedures, rules and guidelines are followed. S/he will report to the procurement manager.

Responsibilities:

The Procurement Assistant is responsible for the following tasks, but not limited to:

Assist the Procurement Specialist to oversee all project procurement; and ensuring procurement is transparent and carried out in accordance with USAID regulations, and EDC policies and procedures;

• Procure and ensure timely, efficient and cost-effective supply of goods and services to project teams in accordance with donor and EDC guidelines;
• Prepare requests for quotations, conduct bid evaluation, prepare price analysis, and conduct due diligence (reference checks and site visits) and draft purchase orders in support of the procurement of goods and services for the project;
• Support the Procurement Specialist to review and track the procurement plan; communicating and sharing updates with the various project teams on a regular basis
• Working closely with the project technical teams and providing procurement guidance and assistance to trainings, events and activities that will require the rental of venues or hotels, catering services, transportation services and procurement of stationery and supplies;
• Maintain filing system for procurements and ensure that the minimum documentation referenced in the procurement threshold is in each procurement file;
• Ensure that the vendor meets the terms and conditions of the purchase order/contract through active contract management. This includes written communication with the vendor to ensure on-time delivery, and that goods and services meet the specifications and are of the quality and quantity requested;
• Review invoice payments from vendors and compare to the terms of the purchase order or contract to ensure vendor invoices are accurate before submitting for payment;
• Support project budget revisions by providing estimated pricing for goods and services; and
• Any other duties as may be assigned by the supervisor.

Reporting and Organizational Relationships:

Procurement Assistant reports to the Procurement Specialist.

Qualifications

• Grade 12 Certificate
• Advanced Diploma/ Level 5 in Purchasing and Supply or its equivalent
• Must be a member of Zambia Institute of Purchasing and Supply with a valid practicing license

Skills and Experience:

• At least 3 years’ experience managing procurement processes in Zambia, including with USAID-funded programs;
• Experience in competitive procurement of goods and services required ; experience in administration of subcontracts and purchase orders strongly preferred);
• Detail-oriented and organized;
• Experience using computers and software at work, especially email and MS Word, MS Excel(experience with SharePoint is desired);
• Ability to work hands-on, independently, and within team in difficult work environment;
• Willingness to frequently travel to provinces and districts covered by the project.