Overview

We are recruiting!

Our client in Kitwe, is looking for a Procurement Officer to join their team for a job vacancy within the manufacturing industry.

JOB OVERVIEW

To purchase quality goods and services timeously and at competitive prices to ensure smooth plant operations.

JOB ACCOUNTABILITIES/TASKS

Accountabilities/Tasks

• Ensures that all approved purchase requisitions from departments are actioned in accordance with laid down procedures to meet the requirements of the operations
• Sends out enquiries for all approved purchase requisitions in order to get quotations from suppliers.
• Adjudicates quotations received from both local and foreign suppliers in order to select the best suppliers using the value for money considerations.
• Develops standard contracts and service level agreements documents which can protect the company’s interests from our suppliers.
• Improve supply chain sourcing strategies by looking for better sources of materials and services
• Ensures an effective communication of purchase orders and delivery dates to internal customers (HOD, Stores Controller) timeously for planning purposes and to avoid stock outs.
• Ensures value for money is realised through effective and efficient negotiation without delaying the procurement process
• Complies with all statutory and regulatory requirements in line with production operations in order to maintain the company brand.
• Ensures value timely payments to suppliers are made by diligently making follow ups with finance department
• Conducts annual supplier/contractor performance evaluations for all active local suppliers to identify performance gaps and make recommendations

JOB KEY PERFORMANCE AREAS AND PERFORMANCE INDICATORS

Key Performance Areas (KPAs)

• Delivery
• Cycle Time
• Supplier Lead Time
• Quality
• Inventory Risk
• Cost

Key Performance Indicators (KPIs)

• Number of on time deliveries /Total number of deliveries per key supplier
• Time of purchase order placement – Time of requisition submission
• Time of delivery – Time of order
• Amount of rejected items / Total amount of items ordered
• Amount of money lost due to obsolescence /Total worth of the inventory
• Actual Purchasing Price – Lowest Price Quoted

RESPONSIBILITIES & DECISION-MAKING AUTHORITY

Responsibilities:

• Reporting performance according KPIs.
• Delegation and monitoring performance of delegated tasks.
• Training and Education of subordinates.
• Cost-Consciousness.
• Confidentiality of information

Level of Decision-Making Authority

• To evaluate works done by subordinates
• To suggest new ways of doing business
• Scrutinizes procurement documents received
• Allocates resources sectional resources to subordinates
• Approves permissions for subordinates

PERSON SPECIFICATION

Education: Grade 12

Qualification: Advanced diploma/Degree in Purchasing & Supply

Training Requirement: AX Systems (Procurement Module)

Skills/Abilities:

• Experience to work in a multi-cultural environment
• Good communication skills.
• Knowledge of conducting tenders
• Ability to meet deadlines
• Demonstrate sound work ethics

Work Experience:

• Work Experience: 3 years
• Relevance Professional Experience: 5 years
• Relevance Managerial Experience: 3 years

Knowledge:

• Computer: Learn the AX System (procurement and stores module)
• Professional: Member of Zambia Institute of Purchasing and Supply or CIPS

Others

• Recruitment services Zambia

Personal attributes and other requirements:

• Investigative and analytical skills

WORK RELATIONSHIPS

Internally (80%): Collaborates with all departments to procure on time all required items and services to meet work requirements

Externally (20%): Collaborates with

• (1) ZRA, Suppliers and other government agents for compliance with all legislation related to our operations
• (2) meet suppliers’ terms.

• Ensures that all approved purchase requisitions from departments are actioned in accordance with laid down procedures to meet the requirements of the operations
• Sends out enquiries for all approved purchase requisitions in order to get quotations from suppliers.
• Adjudicates quotations received from both local and foreign suppliers in order to select the best suppliers using the value for money considerations.
• Develops standard contracts and service level agreements documents which can protect the company’s interests from our suppliers.
• Improve supply chain sourcing strategies by looking for better sources of materials and services
• Ensures an effective communication of purchase orders and delivery dates to internal customers (HOD, Stores Controller) timeously for planning purposes and to avoid stock outs.
• Ensures value for money is realised through effective and efficient negotiation without delaying the procurement process
• Complies with all statutory and regulatory requirements in line with production operations in order to maintain the company brand.
• Ensures value timely payments to suppliers are made by diligently making follow ups with finance department
• Conducts annual supplier/contractor performance evaluations for all active local suppliers to identify performance gaps and make recommendations

• Experience to work in a multi-cultural environment
• Good communication skills.
• Knowledge of conducting tenders
• Ability to meet deadlines
• Demonstrate sound work ethics

• Advanced diploma/Degree in Purchasing & Supply
• AX Systems (Procurement Module)
• Member of Zambia Institute of Purchasing and Supply or CIPS