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

Zambia Open Community Schools (ZOCS) is a registered Non-Governmental Organization under the Societies Act Section 7 (1) under the Laws of Zambia. ZOCS is a vibrant and flagship organization of Community Schools since 1992 in Zambia that empowers communities to provide quality basic education to 259, 691learners (132,459 Boys and 127,232 Girls) in 1,385 demonstration open community schools across 97 selected districts in all the 10 provinces of Zambia.

The pillars on which ZOCS builds its approach are those of enhanced educational opportunities for children through education policy engagement, increased community capacity to provide such opportunities and ensuring more and better education for more children in communities.

ZOCS is about open, accessible schools for disadvantaged children and communities, and these take priority over everything else.

Main Purpose for the Position

The overall aim of the position is to support the planning and coordinating of procurement activities on the programme in order to ensure transparency and Value for Money.

Responsibilities or duties

• Assists in the preparation of the annual procurement plan as per organization’s policy and guidelines.
• Assists in the implementation and monitoring of progress of all planned procurement activities.
• Prepares solicitation documents in the format required by ZOCS and advertises invitations for bids.
• Supports preparation of Bid analysis in readiness for submission to ZOCS Procurement committee for clearance.
• Supports preparation procurement committee papers for submission to the Procurement Committee.
• Supporting drafting and issuing contracts, terms and conditions and Schedules, and ensures effective management of contracts.
• Assists in the preparation of quarterly and annual reports for all procurement activities undertaken.
• Assists in ensuring that all procurement transactions are well documented and up to date.
• Purchasing office equipment, materials and supplies within the agreed limits locally, in accordance with ZOCS regulations.
• Support issuing local purchase orders (LPOs) for the programme and ensuring they are correctly numbered and filed.
• Accepting goods and ensuring that receipt is documented and that goods received are checked appropriately and, when necessary, processing complaints
• Checking goods invoices, goods inward receipts and other (delivery) documents and payment instructions before handing them over to the Project Accountant.
• Inventory keeping for the procured items.
• Documenting and filing completed orders and contracts properly and in line with ZOCS rules and regulations

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

Education

• Grade 12 Certificate or equivalent (ZAQA certified)
• Bachelor’s Degree in Purchasing and Supply/ Graduate Diploma in Chartered Institute of Purchasing and Supply (ZAQA certified)

Experience needed

• A minimum of at least 1 year experience managing procurement, preferably for Government and/ or internationally financed projects.
• He or she must have a sound understanding of procurement guidelines and procedures applying to Zambia Public Procurement Authority and/ or internationally financed projects.
• Must have significant training and practical experience in procurement within the National Public Procurement or internationally financed projects.
• Must be a member of the Zambia Institute of Purchasing and Supply with a valid ZIPS practicing certificate.

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

Zambia Open Community Schools is an equal opportunity employer and women are encouraged to apply

• Assists in the preparation of the annual procurement plan as per organization’s policy and guidelines.
• Assists in the implementation and monitoring of progress of all planned procurement activities.
• Prepares solicitation documents in the format required by ZOCS and advertises invitations for bids.
• Supports preparation of Bid analysis in readiness for submission to ZOCS Procurement committee for clearance.
• Supports preparation procurement committee papers for submission to the Procurement Committee.
• Supporting drafting and issuing contracts, terms and conditions and Schedules, and ensures effective management of contracts.
• Assists in the preparation of quarterly and annual reports for all procurement activities undertaken.
• Assists in ensuring that all procurement transactions are well documented and up to date.
• Purchasing office equipment, materials and supplies within the agreed limits locally, in accordance with ZOCS regulations.
• Support issuing local purchase orders (LPOs) for the programme and ensuring they are correctly numbered and filed.
• Accepting goods and ensuring that receipt is documented and that goods received are checked appropriately and, when necessary, processing complaints
• Checking goods invoices, goods inward receipts and other (delivery) documents and payment instructions before handing them over to the Project Accountant.
• Inventory keeping for the procured items.
• Documenting and filing completed orders and contracts properly and in line with ZOCS rules and regulations

• Procurement planning
• Procurement implementation and monitoring
• Solicitation document preparation
• Bid analysis
• Contract management
• Reporting
• Documentation and filing
• Purchasing
• Local purchase order issuance
• Goods receipt and checking
• Invoice checking
• Inventory keeping
• Zambia Public Procurement Authority guidelines
• Internationally financed project procurement procedures
• Zambia Institute of Purchasing and Supply membership
• ZIPS practicing certificate

• Grade 12 Certificate or equivalent (ZAQA certified)
• Bachelor’s Degree in Purchasing and Supply/ Graduate Diploma in Chartered Institute of Purchasing and Supply (ZAQA certified)
• A minimum of at least 1 year experience managing procurement, preferably for Government and/ or internationally financed projects.
• Sound understanding of procurement guidelines and procedures applying to Zambia Public Procurement Authority and/ or internationally financed projects.
• Significant training and practical experience in procurement within the National Public Procurement or internationally financed projects.
• Member of the Zambia Institute of Purchasing and Supply with a valid ZIPS practicing certificate.