Cavendish University Zambia is seeking a Procurement Manager to manage and direct the procurement of goods, services and works for Cavendish University Zambia (CUZ; the University) in compliance with applicable Zambian Procurement legislation and CUZ Procurement policies and guidelines, in order to facilitate efficient operations of the University. This includes identifying sources, conducting interviews with potential vendors, negotiating favourable supplier agreements, managing supplier and vendor contracts, and purchasing and liaising with all vendors/suppliers and user departments.

The Procurement Manager will also ensure implementation of, and adherence to, Procurement processes and procedures within the University.

KEY DUTIES AND RESPONSIBILITIES:

1. Procurement Process Management:

• Ensure effective and efficient operations of the Procurement Unit.
• Participate in, and contribute to, Management deliberations regarding matters affecting CUZ.
• Develop and implement the procurement policies as outlined by the University.
• Advise and guide the University on all procurement related matters.
• Act as Secretariat to the CUZ Procurement Committee.
• Prepare and agree procurement plan with key stakeholders.
• Prepare and execute Purchase Requisitions; assist in coordinating with University staff on approvals.
• Solicit for quotations, proposals and bids.
• Participate in the evaluation of quotations, proposals and bids received and prepare evaluation reports.
• Negotiate prices, delivery and after-sale services with vendors.
• Confirm delivery of goods and services.
• Participate in contract negotiations.
• Review existing contracts with suppliers and vendors to ensure on-going feasibility.
• Ensure that invoices for vendors are submitted to Finance for timely payment.
• Maintain and update procurement records and ensure that copies are properly filed.
• Resolve procurement-related queries and disputes with relevant departments and outside parties such as suppliers and contractors.
• Maintain records of purchases, pricing, and other procurement data.
• Perform risk assessments on potential contracts and agreements.

2. Vendor Management:

• Maintain a database of vendors.
• Evaluate vendor performance.
• Check invoices to ensure correct price, follow through to ensure that materials ordered have been received, examine the condition of materials received, and approve invoices for payment.
• Maintain a record of contract prices as awarded and amendment thereof.
• Create and maintain good relationships with vendors/suppliers.

3. Planning/ Reporting:

• Prepare and update the procurement work plan under the guidance of the Executive Director in line with Zambian procurement laws regulations and University procurement guidelines.
• Provide procurement status updates to the end users and reports to management.

4. Client Relation:

• Be responsible for the following up with management in the achievement of all program related procurement targets:
• Staff Management.
• Staff orientation (procurement).

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s Degree from a reputable University in Purchasing and Supply or equivalent qualification (ZAQA-validated).
• Master’s Degree from a reputable University would be an added advantage (ZAQA-validated).
• 5 years’ relevant experience working in a large procurement unit, 2 of which should be at a supervisory level.
• An understanding of relevant procurement legislation.
• Valid ZIPS practicing certificate.

COMPETENCIES AND ATTRIBUTES

• Ability to work well under pressure.
• Analytical and numeric/computational skills
• Computer skills including demonstrated hands-on experience in MS Office applications
• Decision-making skills.
• Emotional intelligence.
• Excellent interpersonal skills with strong teamwork, networking and relationship building capabilities.
• Excellent negotiation skills.
• Excellent oral, written and online communication skills.
• Fexible & dependable.
• High level accuracy and attention to detail.
• High standards of integrity.
• Problem-solving skills.
• Self-motivated and proactive.

• Ensure effective and efficient operations of the Procurement Unit.
• Participate in, and contribute to, Management deliberations regarding matters affecting CUZ.
• Develop and implement the procurement policies as outlined by the University.
• Advise and guide the University on all procurement related matters.
• Act as Secretariat to the CUZ Procurement Committee.
• Prepare and agree procurement plan with key stakeholders.
• Prepare and execute Purchase Requisitions; assist in coordinating with University staff on approvals.
• Solicit for quotations, proposals and bids.
• Participate in the evaluation of quotations, proposals and bids received and prepare evaluation reports.
• Negotiate prices, delivery and after-sale services with vendors.
• Confirm delivery of goods and services.
• Participate in contract negotiations.
• Review existing contracts with suppliers and vendors to ensure on-going feasibility.
• Ensure that invoices for vendors are submitted to Finance for timely payment.
• Maintain and update procurement records and ensure that copies are properly filed.
• Resolve procurement-related queries and disputes with relevant departments and outside parties such as suppliers and contractors.
• Maintain records of purchases, pricing, and other procurement data.
• Perform risk assessments on potential contracts and agreements.
• Maintain a database of vendors.
• Evaluate vendor performance.
• Check invoices to ensure correct price, follow through to ensure that materials ordered have been received, examine the condition of materials received, and approve invoices for payment.
• Maintain a record of contract prices as awarded and amendment thereof.
• Create and maintain good relationships with vendors/suppliers.
• Prepare and update the procurement work plan under the guidance of the Executive Director in line with Zambian procurement laws regulations and University procurement guidelines.
• Provide procurement status updates to the end users and reports to management.
• Be responsible for the following up with management in the achievement of all program related procurement targets:
• Staff Management.
• Staff orientation (procurement).

• Ability to work well under pressure.
• Analytical and numeric/computational skills
• Computer skills including demonstrated hands-on experience in MS Office applications
• Decision-making skills.
• Emotional intelligence.
• Excellent interpersonal skills with strong teamwork, networking and relationship building capabilities.
• Excellent negotiation skills.
• Excellent oral, written and online communication skills.
• Fexible & dependable.
• High level accuracy and attention to detail.
• High standards of integrity.
• Problem-solving skills.
• Self-motivated and proactive.

• Bachelor’s Degree from a reputable University in Purchasing and Supply or equivalent qualification (ZAQA-validated).
• Master’s Degree from a reputable University would be an added advantage (ZAQA-validated).
• An understanding of relevant procurement legislation.
• Valid ZIPS practicing certificate.