PUBLIC PROCUREMENT 

Subject: Operations Management Consultant from 1st May 2025 to 30th September 2025 for VVOB Zambia.

1.      OPERATIONS MANAGEMENT CONSULTANT VVOB ZAMBIA
VVOB – education for development, is looking for a short-term Operations Manager consultant to provide leadership to the operations unit to manage, execute, monitor and optimise our operational systems. The consultant will develop, coordinate and administer operational policies, guidelines, procedures and practices, and guiding the operations team, particularly in the areas of Procurement, Logistics, Human Resources, and Administration.

Timeframe: 5 months (1st May 2025 to 30th September 2025).

Roles and responsibilities:

• Procurement – lead on large procurements and provide technical support and oversight on routine and small procurements to ensure value, efficiency and compliance to internal policies and relevant legislation. Lead on the process for establishing framework agreements in key provinces for accommodation, car hire and fuel.
• Fleet management – support the implementation and management of fleet and fuel management systems.
• Human resources – provide strategic support to the overall HR function and support internal and external recruitments.
• Admin – ensure the effective running of the offices in Lusaka and provide support where necessary to the operations of field offices.
• Asset and stock management – support the implementation and management of policies and procedures to ensure effective asset and stock management.
• Change management – support the implementation of changes related to operations function, in accordance with the country office change management action plan.
• Support to management team – work closely with the Country Programmes Manager (CPM) and the management team to ensure a good partnership between all parties involved in the implementation of operational activities.
• Compliance – ensure that VVOB Zambia is in compliance with VVOB global standards and donor requirements.
• Management – leadership, management and monitoring the performance of the operations team and all direct reports within the unit.
• Excellent grasp of non profit/ donor policies and procedures relevant to operations.

2. SUBMISSION AND CONTENT OF THE QUOTATION

The bidder must submit a signed quotation consisting of the following information and documents:

1. Administrative section of the quotation, must include at least:

• identity of the bidder: business name, legal form, nationality, address, telephone number, e-mail address, contact person and Tax Identification Number, Social Security Number.
• proof regarding compulsory grounds for exclusion
• proof of compliance with the tenderer’s obligations regarding the payment of taxes and social security contributions
• declaration on honour concerning compliance with VVOB’s Codes of Conduct
• proof regarding the qualitative criteria
• account number with denomination on which the payments must be made, stating the name and address of the bank and the BIC/SWIFT code.

For more information on all of the specific criteria please download the full call for quotations and refer to page 5.

2. The financial section of the quotation must be completed as follows: 

a) Prices should be in USD.

b) Working days – 110 working days

c) Unit price exclusive of VAT.

d) Total price, exclusive of VAT.

e) VAT

f) Grand price inclusive of VAT

Incase of extension:

a) Fee per working day

b) Total price exclusive of VAT

c) Total price Inclusive of VAT

Important notice: if the contract is awarded to a foreign consultant (i.e. not based in Zambia), the price should include a withholding tax of 20% to be paid in Zambia.

3. Technical section of the quotation

• A description of the proposed services.
• A detailed CV of the consultant who will perform the services, with detailed description of the relevant educational background and professional experience.
• Copy of principal diploma’s (Professional qualifications as stipulated in the technical criteria below and must be ZAQA Verified).
• Explanatory note of the expert’s working experience in operational management in the result areas as stated in these documents. This should include contact details for at least 2 references covering the last 5 years that can be contacted by VVOB at its own discretion.

These must be submitted in English by e-mail to procurement.zm@vvob.org before 7th April 2025 and mention in subject line: ‘quotation ref VVOB 2025-03-10-GGa”

Quotations submitted late (after the deadline) will NOT be retained and will not be counted towards the award of the contract.

3. AWARDING CRITERIA
VVOB will award the contract to the provider who has submitted the most economically advantageous offer as determined on the basis of the following awarding criteria:

TECHNICAL CRITERIA (weight 60/100 points)

Educational background (exclusion criterion without scoring)

• Master’s degree in business management, supply chain management, procurement, human resources, management or equivalent experience.
• Chartered Institute of Procurement and Supplies (CIPS) or equivalent

Operational management experience (weight 15 points)

• At least five years’ experience in operational management in procurement and office management
• Experience in HR is an asset.

Experience in leading multicultural and effective teams (weight 10 points)

• Experience in leading multicultural and effective teams
• Excellent grasp of non profit/ donor policies and procedures relevant to operations.

Interview (weight 25 points)

• Experts who were not rejected during the evaluation of the previous technical criteria, will be invited for an online interview.

PRICE CRITERIA (weight 40/100 points)

Evaluated on the basis of the proportionality rule whereby the cheapest offer receives 40 points. Offers that were rejected during the technical evaluation are not considered for the price evaluation.

Follow the link here for more information as well as the VVOB Zambia website on www.vvob.org.za