Vacancy title:
Procurement Assistant

[Type: FULL_TIME, Industry: Education, and Training, Category: Transportation & Logistics]

Jobs at:
The Copperbelt University

Deadline of this Job:
Thursday, August 14 2025

Duty Station:
Zambia | Kitwe | Zambia

Summary
Date Posted: Thursday, July 31 2025, Base Salary: Not Disclosed

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JOB DETAILS:

• To provide accurate and timely support to the Procurement Unit in the administration of the procurement process, processing bids documents and purchasing materials.

Main Duties and Accountabilities:

• To assist with preparing formal bid documents for items and services to ensure that materials are in compliance with all procurement regulations;
• To inform other staff and vendors regarding procedural requirements (e.g. ordering and purchasing procedures, available funds, etc.) for the purpose of facilitating the purchasing process with established practices;
• To maintain purchasing documents, files and records (e.g. Requests for Proposals, vendor files, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines;
• To perform general and program-specific clerical functions (distributing purchase orders, scheduling;
• To process requisitions into approved purchase orders to update and distribute information and/or acquire resources in compliance with established guidelines;
• To respond to inquiries of staff and administration regarding purchasing procedures to provide information, direction and/or referral for addressing the inquiry;
• To coordinate with requesting units and makes sure that the right items are procured;
• To review documents and data (e.g. incoming requisitions, past purchases, reconciliations, inventories, etc.) to ensure completeness and accuracy of the purchasing process;
• To perform any other duties as may be assigned by the Supervisor.

Qualifications and Experience:

• Grade 12 or Form V Certificate (or its equivalent) with 5 “0” levels including English Language and Mathematics;
• Must have a Certificate in Procurement and Supply Chain Management, CIPS or ZIPS;
• A Diploma in Procurement and Supply Chain Management, CIPS or ZIPS will be an added advantage;
• Minimum of one (1) year of working experience required. Experience in an academic institution will be added advantage; and
• Valid Membership to a relevant professional body.

Required Competencies and Behavioral Attributes:

• Be able to demonstrate knowledge of Procurement and Supply Chain Management processes or procedures;
• Excellent interpersonal and communication skills;
• Excellent written and oral presentation skills;
• Takes responsibility for actions, projects and work under own direction
• Ability and willingness to work as part of a team and contribute fully to the work of the Department.

Reporting Relationships:

• Immediate Supervisor: Procurement Officer
• Salary Scale: PSS07

Work Hours: 8

Experience in Months: 12

Level of Education: bachelor degree

Job application procedure

Interested applicants meeting the above requirement should submit signed application letters, a detailed Curriculum Vitae, ZAQA validated copies of Academic Certificates, certified Professional Certificates, copy of National Registration Card (NRC), proof of membership to a professional body and three (03) names of referees, two (02) of whom must be Professionally acquainted with the applicant.

The applications in hard copies should be submitted to the undersigned no later than Thursday, 14th August, 2025 or soft copies (as a single pdf file) to jobs@cbu.ac.zm. The application should be addressed to:

The Registrar
The Copperbelt University
Plot 4692, Jambo Drive, Riverside
P O Box 21692
KITWE

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