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, and preparing requests for quotations (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 the Procurement Officer and user departments.
• Preparing Purchase Orders as recommended on signed evaluation reports and obtaining authorization from the Manager – Procurement.
• Maintaining an updated filing system for all Purchase Orders before seeking authorization.
• Ensuring that separate files with all procurement documentation are opened for each Purchase Order.
• Maintaining an updated Purchase Order Register.
• Tender Management
  • Placing advertisements in newspapers, closing and opening tenders in compliance with public tendering procedures.
  • Assisting in the evaluation of tenders in consultation with user departments and placing orders as recommended on evaluation reports and approved by management.
• Procurement Expediting and Tracking
  • Maintaining an updated procurement tracking report indicating progress and challenges.
  • 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
  • Coordinating 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 reports on goods and services procured, cash flow, health and safety, and ensuring the safety of the operating environment for employees and equipment.
  • People and time management – ensuring effective implementation of the performance management system.

Five (5) ‘O’ Levels with Credits/“Cs” or better; in English, Mathematics and any Science subject;

• Diploma in Purchasing and Supply or Equivalent
• Membership of an Institute of Purchasing and Supply (e.g., CIPS/ZIPS)

Three (3) years of relevant experience.

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

Permanent and pensionable.

Please note that, in a quest to ensure that the Authority achieves one of its strategic goals regarding Workplace Gender Equity and Equality, female candidates are encouraged to apply.

Written application letters together with detailed CVs and certified photocopies of academic & professional certificates should be forwarded to the Senior Manager – Human Resources and Administration.

Addresses:

• 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.

(Only shortlisted candidates will be contacted.)

Closing date for receiving applications: 19th March 2025.