Procurement Manager

POSITION TITLE: Procurement Manager
REPORTS TO: Director of Supply Chain

DEPARTMENT: Supply Chain

CLASSIFICATION LEVEL: Manager

LOCATION: Lusaka,  Zambia

ABOUT US

Healthy Learners is an award-winning non-profit organization on a mission to transform the health and futures of children in Zambia and beyond. By partnering directly with the government and local communities, we strive to keep school children healthy, support effective learning, and build brighter futures for entire generations.

In low-resource settings, school-aged children face a high burden of disease and limited access to basic healthcare. These preventable health issues lead to absenteeism, hinder academic performance, and drive high dropout rates—ultimately stalling development and economic growth. At Healthy Learners, we are changing this narrative through our innovative model of school-based community health. We enable teachers to become community health workers and leverage diagnostic and data analytics technology, transforming schools into gateways to the public healthcare system. This approach ensures that more children receive the medical attention they need, improving health outcomes and reducing absenteeism.

Already reaching nearly 1 million students across 8 provinces, we’re collaborating with the Zambian government to scale our program nationally to 2.5 million children by 2028. Beyond Zambia, we’re poised to expand across sub-Saharan Africa, partnering with governments to replicate our success and create a sustainable solution that transforms health outcomes for millions.

What we offer

• Opportunity for Impact: Play a pivotal role in implementing a program that improves health outcomes for millions of schoolchildren, shaping the future of communities across Africa.
• Competitive Compensation: Receive a competitive salary and benefits package that reflects your expertise and commitment.
• Professional Growth: Access ongoing training, leadership opportunities, and engage in innovative projects that challenge and inspire you.
• Supportive Culture: Join a passionate, dedicated team that values collaboration and mutual support, fostering an environment where all contributions are recognized.
• Networking Opportunities: Collaborate with international organizations and enhance your network and influence in the public health sector.

PURPOSE OF THE ROLE

The Procurement Manager will spearhead the overall purchasing process. This includes, but is not limited to, areas such as vendor selection, stock optimization, and guidance on sourcing and procurement processes. This position will work closely with the Director -Supply Chain to strategize and manage suppliers/vendors in order to acquire the most cost-effective deals and reduce procurement expenses.

A successful candidae will have strong expertise in both supply chain and procurement. S/he should have in depth experience in implementing cost-effective purchases, implementing effective controls, and adhering to the organization’s policies and procedures on supply chain management.

KEY RESPONSIBILITIES

Sourcing and Procurement Oversight

• Collaborate with other departments and stakeholders to identify and maintain resources needed to establish and provide an effective procurement department.
• Establish performance metrics for measurement, comparison, or evaluation of factors affecting Healthy Learners’ sourcing processes.
• Analyze current sourcing procedures; propose improvements to increase the efficiency of the supply chain and profitability for the company.
• Supervise and maintain procurement systems fully compliant with global standard operating procedures and organizational policies; ensure tong controls are in place to prevent fraud and mismanagement.
• Manage the sourcing plans in collaboration with various departments ensuring clarity of the specifications and expectations of the Healthy Learners.
• Provide pricing, quantity units, quality, and delivery requirements information to assist budget holders with budget preparation.
• Review purchase requisitions and vendor comparison matrices purchase orders before submitting them for approval.
• Manage the processing and tracking of bid analysis, purchase orders, and vendor recommendations.
• Support management in crafting Negotiation strategies with contractors and suppliers to secure advantageous terms.
• Manage, Organize and confirm deliveries ensuring quality and timelines for all goods or services and reconciling any invoice discrepancies.
• Manage systems that track shipments, inventory, and the supply of goods.

Contracting process management

• Act as a lead for engineering contracting changes and vendor review procedures; review and interpret contracts provided by vendors and recommend necessary changes or approval.
• Conduct final document reviews for accuracy, reliability, and documentation flow before approval.
• Ensure timely and orderly material and production flow and transitions.
• Manage procurement records for safety, appropriate filling, and easy retrieval when needed and during audits.
• Lead efforts for building and maintaining long-term relationships with vendors and suppliers.
• Protect the sourcing processes and activities from fraud, waste, and abuse.
• Perform risk assessments on potential contracts and agreements.
• Review and revise internal service level agreements for approval.
• Manage the tracking of contract validity and recommend non/renewal, amendments or termination as necessary.
• Manage the monitoring of contractors and supplier performance.
• Prepare instance and periodic reports on all procurement activities.
• Ensure every procurement activity is completed in adherence with local and international standard practices, policies, donor regulations, and framework requirements.

Strategy and policy adherence

• Develop procurement strategies that are inventive and continuously improve Healthy Learners’ cost cost-effectiveness in all sourcing processes with attention to detail for high-risk, high-value complex, and strategic procurements.
• Control the procurement budget and promoting a culture of long-term saving on procurement costs.
• Review and recommend the latest changes to internal, and external, policies, laws, and regulations, to stay abreast with the latest sourcing trends
• Perform various activities to assist with ensuring the best value for money including internal resource forecasting, market research, cost estimates, and engaging reliable vendors and suppliers
• Track and report unfavorable events through analysis of data and prepare control strategies on key functional metrics to reduce expenses and improve the effectiveness
• Develop and implement procurement-related training programs for the procurement team and organization.
•  Develop, communicate and administer procurement team performance reviews.

ABOUT YOU

Values

You embody the qualities of being Humble, Hungry, and Smart in your leadership:

• Humble: You actively seek and embrace feedback, fostering a culture of continuous learning and improvement. You prioritize team and organizational goals over personal recognition
•  Hungry: Your drive for excellence fuels every aspect of your work, from daily operations to strategic initiatives, as you proactively seek opportunities for innovation and improvement.
• Emotional Intelligence: Your emotional intelligence enables you to build strong relationships with team members and stakeholders, creating an environment where all feel valued.

KEY SPECIFIC REQUIREMENTS

• Proven experience managing supply chain operations.
• Experience using supply chain management software and tools, including Oracle, SAP Ariba, and/or Envision.
• In-depth knowledge of preparing and reviewing contracts, invoicing, and negotiation terms.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and Access).
• Multi-tasking and time-management skills, with the ability to prioritize tasks.
• Excellent analytical and problem-solving skills
• Highly organized, disciplined and, effective time manager.
• Excellent knowledge of complex sourcing processes.
• Strong negotiation and networking skills.
• Proficient knowledge of Local purchasing order systems and related software
• Excellent ethical and integrity standards.
• Strong interpersonal, communication, and Leadership skills
• Good analytical and strategic thinking skills.
• Passion for Healthy Learners mission and vision.
• Good written and verbal communication skills.

 MINIMUM QUALIFICATIONS

• Bachelor’s degree required in Purchasing and Supply Chain management, logistics, or related studies
• Masters degree in the relevant field is an added advantage
• Minimum eight(8) years experience as purchasing professional with increasing levels of responsibility..
• Membership of a professional body such as the ZIPS, Chartered Institute of Purchasing and Supply management is required
• Prior USAID or other international donor experience is a preferred plus.

SKILLS AND COMPETENCIES

• Leadership: Strong leadership and coordination skills with the ability to manage multiple internal and external stakeholders. Proven ability to work independently with minimal supervision whilst being able to mentor and coach understudy teachers, fostering professional growth and a culture of continuous improvement.
• Stakeholder Engagement: Skilled in building and sustaining relationships with government officials, community leaders, and other key stakeholders to ensure program alignment and sustainability.
• Financial Acumen: Experience in managing budgets and ensuring cost-saving purchases while not compromising on quality of goods and services accrued.
• Collaboration: Ability to work effectively across cross-functional teams, including to support cohesive planning and execution.
• Adaptability and Problem-Solving: Demonstrates resilience and adaptability in changing environments, with a solutions-oriented mindset to overcome challenges.
• Communication Skills: Strong verbal and written communication skills, with the ability to represent the organization effectively.
• Work Ethic and Integrity: Displays a strong work ethic and commitment to maintaining high standards. Takes initiative, models accountability, and promotes a culture of humble, hungry and emotional intelligence within the team.
•  Mission-Driven and Results-Oriented: Deep commitment to Healthy Learners’ mission, with a results-oriented approach that prioritizes achieving impact.