Background information about the job or company (e.g., role context, company overview)

Founded in 1987, AIDS Healthcare Foundation is one of largest specialized provider of HIV/AIDS medical care in the world. Our mission is to provide cutting edge medicine and advocacy, regardless of ones’ ability to pay. Through our healthcare centers, pharmacies, health plan, research, and other activities, AHF provides access to the latest HIV treatments for all who need them.

The AIDS healthcare Foundation (AHF) Zambia invites applications from suitably qualified persons to fill the following positions.

Procurement Officer

The Procurement Officer is responsible for coordinating and executing efficient, compliant, and value-for-money procurement and logistics services in support of AHF Zambia programs. The role ensures end-to-end procurement cycle management through the SMART ERP system, promotes transparency and accountability, strengthens supplier relationships, and supports a responsive, technology-enabled supply chain aligned with AHF policies, donor requirements, and Zambian regulatory frameworks.

Responsibilities or duties

The incumbent will be required to.

• Coordinate and centralize the program supply chain by establishing effective order management and tracking systems at site and country office levels using SMART ERP.
• Ensure all procurement activities comply with AHF procurement policies, donor regulations, and Zambian public procurement and statutory requirements, under guidance of the Operations Manager.
• Process procurement requests based on approved budgets and authorized requisitions, ensuring full compliance throughout the procurement cycle.
• Participate in annual and quarterly procurement planning with departments to support uninterrupted service delivery.
• Prepare, issue, and manage RFQs, RFPs, and bidding documents, ensuring competitive and transparent supplier selection.
• Support solicitation, evaluation, and comparative analysis of quotations and bids, and prepare procurement summaries for review by the Procurement Committee.
• Generate Local Purchase Orders (LPOs) through SMART ERP, distribute to suppliers, and communicate procurement decisions to originating departments.
• Maintain professional and ethical relationships with suppliers and service providers.
• Respond to supplier inquiries regarding order status, changes, and cancellations.
• Coordinate delivery schedules, expedite delayed orders, and resolve supply shortages or discrepancies.
• Monitor supplier and contractor performance and recommend corrective actions or contract modifications where required
• Verify deliveries to ensure goods received meet specifications, quantities, and quality standards.
• Maintain accurate and up-to-date inventory, asset, and low-value registers within SMART ERP.
• Track inventory movement and complete inventory transfer documentation for accounting and audit purposes.
• Support fixed asset management at head office and supported health facilities, including periodic asset verification and condition reporting.
• Provide regular updates to the Procurement Committee on asset status and lifecycle management.
• Calculate order costs and support invoice verification prior to submission to Finance.
• Reconcile supplier invoices against purchase orders, quotations, and delivery notes.
• Support preparation of semi-annual and annual procurement and fixed asset reports in collaboration with Finance.
• Maintain complete, well-organized procurement records (electronic and physical) to meet audit and accountability standards.
• Ensure procurement documentation is securely stored and easily retrievable.
• Actively support the effective utilization and continuous improvement of the SMART ERP procurement and inventory modules.
• Monitor adherence to Standard Operating Procedures (SOPs) within procurement and logistics functions.
• Assist in organizing and facilitating procurement committee meetings and other related internal or external engagements.
• Promote forward-looking procurement practices, including digital tracking, supplier performance analytics, sustainability considerations, and risk mitigation.
• Contribute to strengthening procurement governance, transparency, and efficiency across AHF Zambia operations

Qualifications or requirements (e.g., education, skills)

Skills

• Highly confidential.
• Must a person of high integrity.
• Good interpersonal and communication skills.

Qualifications

• Full Grade 12 Certificate
• Bachelor’s Degree in Procurement & Supply Chain Management, Business Administration, Finance, or a related field.
• Must be a member of the Zambia Institute of Purchasing & Supply (ZIPS).

Experience needed

• Minimum of 5 years’ progressive experience in procurement and logistics.
• Prior experience working with international NGOs or donor-funded programs is an added advantage.
• Demonstrated experience using ERP-based procurement systems (SMART ERP or similar).
• Strong working knowledge of Microsoft Office applications and digital procurement tools.
• Excellent written and spoken English; local language proficiency is an advantage.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Does the idea of doing something that really makes a difference in people’s lives while being well-compensated intrigue you? Are you looking to work for an organization that encourages growth and success from each and every one of its employees?

• Coordinate and centralize the program supply chain by establishing effective order management and tracking systems at site and country office levels using SMART ERP.
• Ensure all procurement activities comply with AHF procurement policies, donor regulations, and Zambian public procurement and statutory requirements, under guidance of the Operations Manager.
• Process procurement requests based on approved budgets and authorized requisitions, ensuring full compliance throughout the procurement cycle.
• Participate in annual and quarterly procurement planning with departments to support uninterrupted service delivery.
• Prepare, issue, and manage RFQs, RFPs, and bidding documents, ensuring competitive and transparent supplier selection.
• Support solicitation, evaluation, and comparative analysis of quotations and bids, and prepare procurement summaries for review by the Procurement Committee.
• Generate Local Purchase Orders (LPOs) through SMART ERP, distribute to suppliers, and communicate procurement decisions to originating departments.
• Maintain professional and ethical relationships with suppliers and service providers.
• Respond to supplier inquiries regarding order status, changes, and cancellations.
• Coordinate delivery schedules, expedite delayed orders, and resolve supply shortages or discrepancies.
• Monitor supplier and contractor performance and recommend corrective actions or contract modifications where required
• Verify deliveries to ensure goods received meet specifications, quantities, and quality standards.
• Maintain accurate and up-to-date inventory, asset, and low-value registers within SMART ERP.
• Track inventory movement and complete inventory transfer documentation for accounting and audit purposes.
• Support fixed asset management at head office and supported health facilities, including periodic asset verification and condition reporting.
• Provide regular updates to the Procurement Committee on asset status and lifecycle management.
• Calculate order costs and support invoice verification prior to submission to Finance.
• Reconcile supplier invoices against purchase orders, quotations, and delivery notes.
• Support preparation of semi-annual and annual procurement and fixed asset reports in collaboration with Finance.
• Maintain complete, well-organized procurement records (electronic and physical) to meet audit and accountability standards.
• Ensure procurement documentation is securely stored and easily retrievable.
• Actively support the effective utilization and continuous improvement of the SMART ERP procurement and inventory modules.
• Monitor adherence to Standard Operating Procedures (SOPs) within procurement and logistics functions.
• Assist in organizing and facilitating procurement committee meetings and other related internal or external engagements.
• Promote forward-looking procurement practices, including digital tracking, supplier performance analytics, sustainability considerations, and risk mitigation.
• Contribute to strengthening procurement governance, transparency, and efficiency across AHF Zambia operations

• Highly confidential.
• Must a person of high integrity.
• Good interpersonal and communication skills.
• Strong working knowledge of Microsoft Office applications and digital procurement tools.
• Excellent written and spoken English; local language proficiency is an advantage.

• Full Grade 12 Certificate
• Bachelor’s Degree in Procurement & Supply Chain Management, Business Administration, Finance, or a related field.
• Must be a member of the Zambia Institute of Purchasing & Supply (ZIPS).