Organizational and Project Overview

Background:

Coalition Health Zambia (CHZ) is a leading Zambian non-governmental organisation established in 2019 that is dedicated to strengthening health systems and advancing public health outcomes through innovative, evidence-driven, and sustainable solutions. CHZ works in partnership with the Government of the Republic of Zambia, development agencies, civil society, the private sector, and communities in the implementation of health programmes.

PROCUREMENT OFFICER – CONSULTANT

The primary objective of the consultancy is to provide operational and technical procurement support to ensure timely delivery of procurement requirements while maintaining appropriate standards of competition, value for money, transparency, accountability and compliance.

The Consultant will support procurement planning, sourcing, solicitation, evaluation, contracting, supplier management, procurement documentation and reporting.

Scope of Work and Key Responsibilities

The Procurement Officer Consultant will undertake the following responsibilities:

Procurement Planning and Requisition Management

• Support preparation, consolidation and periodic updating of procurement plans.
• Review Purchase Requisitions (PRs) and supporting specifications, Terms of Reference, and scopes of work for completeness and procurement readiness.
• Work with requesting departments to clarify specifications and procurement requirements.
• Monitor planned procurement activities and flag potential delays or bottlenecks.
• Maintain an updated procurement tracker showing the status of all assigned procurements.

Sourcing and Solicitation

• Conduct market research and supplier sourcing for goods, works and services.
• Prepare Requests for Quotations (RFQs), Requests for Proposals (RFPs), Invitations to Tender (ITTs) and other solicitation documents.
• Identify potential suppliers and ensure appropriate competition in accordance with applicable procurement thresholds and procedures.
• Coordinate issuance of solicitation documents and manage supplier clarifications during the bidding process.
• Maintain confidentiality and integrity throughout procurement proceedings.

Bid Evaluation and Award

• Coordinate administrative and preliminary examination of bids and quotations.
• Support technical and financial evaluation processes.
• Prepare bid comparison schedules and evaluation documentation.
• Facilitate evaluation committee meetings and maintain complete records of proceedings.
• Conduct or coordinate supplier due diligence, reference checks and verification of statutory documentation.
• Prepare procurement recommendations and submissions for relevant approval authorities.
• Issue notifications of award and unsuccessful bidder communications where applicable.

Contracting and Purchase Orders

• Prepare Purchase Orders, service contracts and other procurement documentation for review and approval.
• Ensure that contractual requirements, specifications, quantities, pricing, delivery schedules, payment terms and other commercial conditions are accurately captured.
• Maintain an up-to-date register of Purchase Orders and contracts.
• Follow up with suppliers on outstanding deliveries and contractual obligations.
• Support contract amendments, extensions and variations in accordance with approved procedures.

Supplier and Vendor Management

• Support vendor registration, prequalification, vetting and due diligence processes.
• Maintain accurate and updated supplier information.
• Monitor supplier performance against agreed delivery timelines, quality requirements and contractual conditions.
• Document supplier performance issues and support implementation of corrective actions.
• Support periodic supplier performance evaluations and supplier relationship management activities.

Compliance and Procurement Documentation

• Ensure that all procurement transactions are supported by complete and auditable documentation.
• Maintain electronic and/or physical procurement files in accordance with established filing requirements.
• Ensure procurement activities comply with organizational procurement policies, delegated authorities, donor requirements and applicable regulatory requirements.
• Identify procurement compliance risks and promptly escalate exceptions or deviations.
• Support internal and external procurement audits by providing requested documentation and explanations.

Qualifications and Experience

The Consultant should possess:

• Bachelor's degree in Procurement and Supply Chain Management, Purchasing and Supply, Business Administration, Logistics, Commerce or a related discipline.
• Professional procurement qualification such as CIPS, ZIPS or equivalent will be an added advantage.
• Membership with Zambia Procurement Body (Zambia Institute of Purchasing & Supply)
• Minimum of 3–5 years' relevant procurement experience, preferably within a corporate, NGO, development, humanitarian or donor-funded environment.
• Demonstrated experience managing competitive procurement processes for goods, services and/or works.
• Practical experience preparing RFQs, RFPs, tender documents, bid evaluations, Purchase Orders and procurement reports.
• Experience in supplier due diligence, contract administration and vendor management.
• Knowledge of applicable procurement legislation and professional procurement standards.

Required Competencies

The Consultant should demonstrate:

• Strong understanding of procurement principles and processes.
• High standards of integrity, confidentiality and professional ethics.
• Strong analytical and commercial evaluation skills.
• Excellent planning, prioritization and organizational skills.
• Strong attention to detail and documentation.
• Ability to manage multiple procurement activities simultaneously.
• Effective negotiation and supplier management skills.
• Strong written and verbal communication skills.
• Ability to work independently with limited supervision while maintaining accountability for deliverables.
• Proficiency in Microsoft Excel, Word and other relevant procurement/ERP systems.

Reporting and Supervision

The Consultant will report to the Finance & Admin Manager and will work closely with programme, finance, administration and other requesting departments.

The Consultant will provide regular updates on procurement activities and immediately escalate significant procurement delays, supplier performance issues, conflicts of interest, suspected irregularities and compliance concerns.

Consultancy Arrangements

The Consultant will be engaged under a consultancy agreement and will be responsible for delivering the outputs specified in these Terms of Reference.

Where appropriate, payment may be linked to submission and acceptance of agreed monthly deliverables, including procurement status reports, updated trackers and completed procurement documentation.

The consultancy arrangement shall not automatically constitute an employer-employee relationship, and the Consultant shall be responsible for obligations applicable to independent consultants, subject to the governing law and terms of the consultancy agreement.

Confidentiality and Conflict of Interest

The Consultant shall maintain strict confidentiality regarding procurement information, supplier quotations, bid information, evaluation proceedings, commercial information and organizational records accessed during the assignment.

The Consultant shall disclose any actual, potential or perceived conflict of interest involving suppliers, contractors, employees or other parties associated with procurement activities and shall not participate in any procurement process where such conflict exists.

Professional Conduct

The Consultant shall perform the assignment in accordance with the principles of integrity, transparency, fairness, competition, accountability and value for money.

The Consultant shall not solicit or accept gifts, commissions, inducements or any other benefit from suppliers, contractors or prospective bidders in connection with procurement activities.

Ownership of Work

All procurement documents, databases, reports, evaluations, supplier information, templates and other materials developed or obtained by the Consultant in the course of the assignment shall remain the property of CHZ subject to the provisions of the consultancy agreement.

End-of-Assignment Handover

Prior to completion of the consultancy, the Consultant shall provide a comprehensive handover covering:

• Completed procurement activities;
• Outstanding procurement actions;
• Active Purchase Orders and contracts;
• Pending supplier deliveries;
• Outstanding evaluations and approvals;
• Procurement risks requiring management attention; and
• Location and status of all relevant procurement documentation.

The assignment will be considered complete upon satisfactory acceptance of the final deliverables and handover by the designated supervisor.

• Support preparation, consolidation and periodic updating of procurement plans.
• Review Purchase Requisitions (PRs) and supporting specifications, Terms of Reference, and scopes of work for completeness and procurement readiness.
• Work with requesting departments to clarify specifications and procurement requirements.
• Monitor planned procurement activities and flag potential delays or bottlenecks.
• Maintain an updated procurement tracker showing the status of all assigned procurements.
• Conduct market research and supplier sourcing for goods, works and services.
• Prepare Requests for Quotations (RFQs), Requests for Proposals (RFPs), Invitations to Tender (ITTs) and other solicitation documents.
• Identify potential suppliers and ensure appropriate competition in accordance with applicable procurement thresholds and procedures.
• Coordinate issuance of solicitation documents and manage supplier clarifications during the bidding process.
• Maintain confidentiality and integrity throughout procurement proceedings.
• Coordinate administrative and preliminary examination of bids and quotations.
• Support technical and financial evaluation processes.
• Prepare bid comparison schedules and evaluation documentation.
• Facilitate evaluation committee meetings and maintain complete records of proceedings.
• Conduct or coordinate supplier due diligence, reference checks and verification of statutory documentation.
• Prepare procurement recommendations and submissions for relevant approval authorities.
• Issue notifications of award and unsuccessful bidder communications where applicable.
• Prepare Purchase Orders, service contracts and other procurement documentation for review and approval.
• Ensure that contractual requirements, specifications, quantities, pricing, delivery schedules, payment terms and other commercial conditions are accurately captured.
• Maintain an up-to-date register of Purchase Orders and contracts.
• Follow up with suppliers on outstanding deliveries and contractual obligations.
• Support contract amendments, extensions and variations in accordance with approved procedures.
• Support vendor registration, prequalification, vetting and due diligence processes.
• Maintain accurate and updated supplier information.
• Monitor supplier performance against agreed delivery timelines, quality requirements and contractual conditions.
• Document supplier performance issues and support implementation of corrective actions.
• Support periodic supplier performance evaluations and supplier relationship management activities.
• Ensure that all procurement transactions are supported by complete and auditable documentation.
• Maintain electronic and/or physical procurement files in accordance with established filing requirements.
• Ensure procurement activities comply with organizational procurement policies, delegated authorities, donor requirements and applicable regulatory requirements.
• Identify procurement compliance risks and promptly escalate exceptions or deviations.
• Support internal and external procurement audits by providing requested documentation and explanations.

• Strong understanding of procurement principles and processes.
• High standards of integrity, confidentiality and professional ethics.
• Strong analytical and commercial evaluation skills.
• Excellent planning, prioritization and organizational skills.
• Strong attention to detail and documentation.
• Ability to manage multiple procurement activities simultaneously.
• Effective negotiation and supplier management skills.
• Strong written and verbal communication skills.
• Ability to work independently with limited supervision while maintaining accountability for deliverables.
• Proficiency in Microsoft Excel, Word and other relevant procurement/ERP systems.

• Bachelor's degree in Procurement and Supply Chain Management, Purchasing and Supply, Business Administration, Logistics, Commerce or a related discipline.
• Professional procurement qualification such as CIPS, ZIPS or equivalent will be an added advantage.
• Membership with Zambia Procurement Body (Zambia Institute of Purchasing & Supply)
• Demonstrated experience managing competitive procurement processes for goods, services and/or works.
• Practical experience preparing RFQs, RFPs, tender documents, bid evaluations, Purchase Orders and procurement reports.
• Experience in supplier due diligence, contract administration and vendor management.
• Knowledge of applicable procurement legislation and professional procurement standards.