Procurement Assistant

Zambart is an independent Zambian research organization whose headquarters is at the University of Zambia’s Ridgeway Campus in Lusaka. Zambart is globally renowned for its interdisciplinary research on HIV and Tuberculosis and has contributed to HIV and TB policy and practice at national and global levels. Zambart’s research portfolio now includes a broader scope of urgent public health issues. Zambart staff form an interdisciplinary team with a range of expertise including epidemiology, clinical science, social science, laboratory, operations research, health systems and services research, health policy analysis, health economics, health communication and counselling.

Zambart’ s vision is to conduct quality interdisciplinary health research on issues of public health importance Zambia and contribute to improving health policy and practice leading to better health for all.

Our mission is to contribute to global public health policy and practice through the generation of an evidence based by conducting high-quality health research in Zambia.

To support our wide range of research activities, we are looking for an ambitious, suitably qualified candidate to fill the following exciting position that has arisen:

Position: Procurement Assistant (01)

Reporting To: Finance Manager

Job Location: Lusaka

Position Summary

The Procurement Assistant will support the daily procurement activities of Zambart from requisition to delivery of goods or services.

Roles and Responsibilities will include but are not limited to:

•  Assist in the selection of appropriate suppliers and contractors in line with good procurement practices regarding economy, efficiency and effectiveness.
• Liaise with study managers to determine procurement needs and delivery requirements
• Obtain competitive quotes/bids and perform a bid analysis and recommendation for approval by study Principal Investigators.
• Ensuring Zambart obtains value for money from all procurement activities regarding cost, quality and delivery.
• Preparation of the purchase orders in accordance with Zambart purchase order processing procedures in the Zambart automated procurement system.
• Responsible for purchase order placement and follow ups until goods or services are received.
• Responsible for vendor registration in accordance with Zambart vendor registration guidelines
• Responsible for submission of tax rebate applications to the Ministry of Finance and national Planning
• Liaising with the Zambart Revenue Authority, statutory regulators and import clearing agents on all matters regarding import permits for clearance of imports for Zambart.
• Maintaining all procurement records including a purchase order tracker spreadsheet.
• Prepare service level agreements with vendors for approval by management.
• Maintain good work relationship with vendors ensuring clear orders with agreed delivery and payment terms and conditions.
• Responsible for resolving all supply disputes with vendors.
• Responsible for ensuring goods delivered by vendors conform to the purchase order and that the goods are received by stores Officer.
• Responsible for coding of all Zambart fixed assets.
• Any other duties reasonably assigned by the line manager

Education and Professional Requirement

• Diploma or degree in procurement and supply chain management or Business Administration, or Chartered Institute of Purchasing and supply (CIPS) qualification.
• Experience in procurement and supply chain management, including managing customs clearance formalities.
• Computer skills, especially MS Office 365 skills.
• Strong interpersonal and communication skills
• Highly organized and the ability to prioritize work and achieve deadlines with minimum supervision.
• Strong analytical/problem solving skills.
• High personal integrity.

How to apply

Applicants meeting the criteria for the above jobs should send their latest CVs, three traceable references contacts, and a cover letter outlining clearly how they meet the above criteria to the Head of Human Resources, Zambart Head Office, Ridgeway Campus, P.O Box 50697, Lusaka or email [email protected]

Closing Date:

The closing date for the receipt of applications is 10th January 2025.

Only short-listed candidates will be contacted.