Procurement Assistant

JOB PURPOSE

To provide procurement and logistics services which meet the requirements of the Authority in a timely and cost-effective manner. Under the supervision of the Procurement Officer, the Procurement Assistant will carry out the following key responsibilities:

Procurement of Goods and Services

• Receiving authorized requisitions from user departments, developing specifications, preparing requests for quotations documents (RFQ) to invite submission of quotations.
• Evaluating quotations taking into consideration compliance with specifications, lead time, price and payment terms and making recommendations for review and approval by Procurement Officer and thereafter User Departments.
• Preparing Purchase Orders as recommended on signed evaluation reports and getting authorization from the Manager - Procurement.
• Making an updated filing system for all Purchase Orders in the system before seeking Purchase Order authorization.
• Maintaining an updated Purchase Order Register.

Tender Management

• Placing advertisements in newspapers, closing and opening tenders in compliance with public tendering procedures.
• Aiding in the evaluation of tenders in consultation with user Departments and placing orders as recommended on evaluation reports and as approved by Management.

Procurement Expediting and Tracking

• Maintaining updated procurement tracking report indicating progress being made and challenges thereof.
• Ensuring that all goods and services are delivered within the contractual lead time on the Purchase Orders.

Supply Base Management

• Ensuring continuity of supply by maintaining effective relationships with existing sources on the database and monitoring supply market trends.
• Recommending other sources of supply to meet emerging or planned needs in consultation with and approval of the Manager - Procurement.

Import and Export Clearance

• Coinciding the clearing of shipments with customs at ports of entry and exit.
• Timely processing of duty-free certificates and rebates for customs clearance to avoid demurrage.
• Maintaining an updated imports box file with all customs documentation.

Procurement Reporting

• Producing the following reports as and when required:
• Goods and services procured
• Cash flow

Health and Safety

• Ensuring the safety of the operating environment for employees and equipment

People and Time Management

• Time keeping
• Ensuring effective implementation of performance management system

QUALIFICATIONS & EXPERIENCE

• General Education: Five (5) ‘O’ Levels with Credits/“Cs” or better; in English, Mathematics and any Science subject;
• Academic / Professional Qualifications: Diploma in Purchasing and Supply or Equivalent
• Membership of an Institute of Purchasing and Supply e.g. CIPS/ZIPS
• Minimum Experience: Three (3) years of relevant experience.

KEY COMPETENCES

• Team Player
• Innovative
• Communication Skills
• Results Oriented
• Quality Oriented

EMPLOYMENT TYPE

PERMANENT AND PENSIONABLE

APPLICATION PROCEDURE

Written application letters together with detailed CVs and certified photocopies of academic & professional certificates should be forwarded to the Senior Manager – Human Resource and Administration to either of the addresses below:

• Zambezi River Authority
  Lusaka Office, (Head Office)
  Kariba House
  32 Cha Cha Cha Road
  P.O. Box 30233
  LUSAKA,
  ZAMBIA.
• Zambezi River Authority
  Club Chambers
  Nelson Mandela Avenue
  P.O. Box 630
  HARARE,
  ZIMBABWE
• Zambezi River Authority
  21 Lake Drive
  Pvt, Bag 2001
  KARIBA,
  ZIMBABWE

CLOSING DATE FOR RECEIVING APPLICATIONS

WILL BE 19TH MARCH 2025