Procurement Specialist
2025-09-02T07:41:41+00:00
Promoting Equality in African School Zambia Limited
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https://www.peas.org.uk/
FULL_TIME
Lusaka
Lusaka
10101
Zambia
Nonprofit, and NGO
Transportation & Logistics
2025-09-07T17:00:00+00:00
Zambia
8
Role Summary
The Procurement Specialist will be responsible for overseeing, managing, and continuously improving the procurement function at PEAS Zambia. This role will ensure that all procurement activities are conducted in a transparent, competitive, and cost-effective manner and aligned with both internal policies and national regulations. The role will play a key part in strengthening procurement capacity and systems across the organisation.
Key Responsibilities
1. Strategic Procurement Planning
- Lead the development and periodic review of the annual procurement plan in collaboration with program and operations teams, ensuring alignment with organizational priorities and budgets.
- Provide strategic advice on procurement timelines, cost estimates, and market dynamics to enable proactive planning and risk mitigation.
- Monitor the implementation of procurement plans and provide regular updates to management on progress, delays, and risks.
2. Procurement Process Oversight and Execution
- Manage the end-to-end procurement cycle for high-value or complex procurements, ensuring compliance, transparency, and value for money.
- Ensure appropriate procurement methods (open tender, restricted tender, single source, etc.) are used based on thresholds and risk assessments.
- Prepare and/or review tender documentation, including specifications, evaluation criteria, and bid documents in collaboration with user departments.
3. Procurement Governance and Compliance
- Ensure procurement activities adhere to PEAS Zambia policies, Zambian procurement laws, and applicable donor regulations.
- Maintain a procurement audit trail, with complete and accurate documentation for all stages of the procurement process.
- Lead the response to procurement audit queries and implement corrective actions for any non-compliance identified in internal or external audits.
- Lead monthly/quarterly procurement KPI tracking and reporting to management, supporting stronger governance and oversight.
4. Vendor and Contract Management
- Oversee supplier prequalification, selection, and performance evaluation processes, ensuring a robust and reliable vendor base.
- Manage procurement contracts, ensuring timely delivery, adherence to contract terms, and resolution of disputes or performance issues.
- Negotiate contractual terms with vendors in consultation with legal and finance teams to protect the organization’s interests.
5. Procurement Committee Coordination
- Serve as technical advisor to the Procurement Committee, ensuring its decisions are informed by best practice, evidence, and policy.
- Facilitate Committee meetings, ensuring timely presentation of procurement cases, proper documentation of deliberations, and adherence to thresholds and approval protocols.
- Build capacity of Committee members through periodic training on procurement principles, ethics, and compliance.
6. Tools, Systems, and Process Improvement
- Lead the institutionalisation of standard procurement tools, templates, and SOPs to improve efficiency and consistency.
- Continuously identify and recommend opportunities for improving procurement systems, digital tools, and record-keeping mechanisms.
- Support the implementation of procurement software or databases, ensuring accurate and timely data entry and usage.
- Lead ERP and e-procurement integration, to drive system optimisation and adoption to improve efficiency and transparency.
7. Stakeholder Engagement and Technical Support
- Serve as a key point of contact for procurement support within PEAS Zambia, advising departments on procurement planning, specifications, and compliance.
- Collaborate with finance, logistics, and program teams to ensure integrated support to project implementation.
- Represent the procurement function in management meetings and external engagements, as required.
8. Capacity Building and Knowledge Sharing
- Conduct targeted training sessions for program and operations staff on procurement procedures, policy changes, and compliance expectations.
- Foster a culture of ethical procurement, accountability, and value-for-money within the organization.
Required Qualifications and Experience
- Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or a related field.
- Minimum of 5 years of progressive experience in procurement and supply chain management, preferably in the NGO or public sector.
- Professional certification (e.g., CIPS, ZIPS membership).
- In-depth knowledge of the Zambian relevant procurement laws and related regulations.
- Demonstrated experience in policy development, systems strengthening, and tools creation.
- Strong understanding of procurement governance, compliance, and audit requirements.
- Excellent negotiation, analytical, and communication skills.
- Proficient in Microsoft Office (Excel, Word) and procurement systems.
Desirable
- Experience working in the education or non-profit sector.
- Familiarity with donor-funded procurement requirements.
Personal Attributes
- High integrity and ethical standards
- Strong attention to detail and accountability
- Ability to work independently and collaboratively
- Excellent organisational and time-management skills
- Committed to PEAS’ mission and values
1. Strategic Procurement Planning Lead the development and periodic review of the annual procurement plan in collaboration with program and operations teams, ensuring alignment with organizational priorities and budgets. Provide strategic advice on procurement timelines, cost estimates, and market dynamics to enable proactive planning and risk mitigation. Monitor the implementation of procurement plans and provide regular updates to management on progress, delays, and risks. 2. Procurement Process Oversight and Execution Manage the end-to-end procurement cycle for high-value or complex procurements, ensuring compliance, transparency, and value for money. Ensure appropriate procurement methods (open tender, restricted tender, single source, etc.) are used based on thresholds and risk assessments. Prepare and/or review tender documentation, including specifications, evaluation criteria, and bid documents in collaboration with user departments. 3. Procurement Governance and Compliance Ensure procurement activities adhere to PEAS Zambia policies, Zambian procurement laws, and applicable donor regulations. Maintain a procurement audit trail, with complete and accurate documentation for all stages of the procurement process. Lead the response to procurement audit queries and implement corrective actions for any non-compliance identified in internal or external audits. Lead monthly/quarterly procurement KPI tracking and reporting to management, supporting stronger governance and oversight. 4. Vendor and Contract Management Oversee supplier prequalification, selection, and performance evaluation processes, ensuring a robust and reliable vendor base. Manage procurement contracts, ensuring timely delivery, adherence to contract terms, and resolution of disputes or performance issues. Negotiate contractual terms with vendors in consultation with legal and finance teams to protect the organization’s interests. 5. Procurement Committee Coordination Serve as technical advisor to the Procurement Committee, ensuring its decisions are informed by best practice, evidence, and policy. Facilitate Committee meetings, ensuring timely presentation of procurement cases, proper documentation of deliberations, and adherence to thresholds and approval protocols. Build capacity of Committee members through periodic training on procurement principles, ethics, and compliance. 6. Tools, Systems, and Process Improvement Lead the institutionalisation of standard procurement tools, templates, and SOPs to improve efficiency and consistency. Continuously identify and recommend opportunities for improving procurement systems, digital tools, and record-keeping mechanisms. Support the implementation of procurement software or databases, ensuring accurate and timely data entry and usage. Lead ERP and e-procurement integration, to drive system optimisation and adoption to improve efficiency and transparency. 7. Stakeholder Engagement and Technical Support Serve as a key point of contact for procurement support within PEAS Zambia, advising departments on procurement planning, specifications, and compliance. Collaborate with finance, logistics, and program teams to ensure integrated support to project implementation. Represent the procurement function in management meetings and external engagements, as required. 8. Capacity Building and Knowledge Sharing Conduct targeted training sessions for program and operations staff on procurement procedures, policy changes, and compliance expectations. Foster a culture of ethical procurement, accountability, and value-for-money within the organization.
Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or a related field. Minimum of 5 years of progressive experience in procurement and supply chain management, preferably in the NGO or public sector. Professional certification (e.g., CIPS, ZIPS membership). In-depth knowledge of the Zambian relevant procurement laws and related regulations. Demonstrated experience in policy development, systems strengthening, and tools creation. Strong understanding of procurement governance, compliance, and audit requirements. Excellent negotiation, analytical, and communication skills. Proficient in Microsoft Office (Excel, Word) and procurement systems.
JOB-68b69fb5888d0
Vacancy title:
Procurement Specialist
[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Transportation & Logistics]
Jobs at:
Promoting Equality in African School Zambia Limited
Deadline of this Job:
Sunday, September 7 2025
Duty Station:
Lusaka | Lusaka | Zambia
Summary
Date Posted: Tuesday, September 2 2025, Base Salary: Not Disclosed
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JOB DETAILS:
Role Summary
The Procurement Specialist will be responsible for overseeing, managing, and continuously improving the procurement function at PEAS Zambia. This role will ensure that all procurement activities are conducted in a transparent, competitive, and cost-effective manner and aligned with both internal policies and national regulations. The role will play a key part in strengthening procurement capacity and systems across the organisation.
Key Responsibilities
1. Strategic Procurement Planning
- Lead the development and periodic review of the annual procurement plan in collaboration with program and operations teams, ensuring alignment with organizational priorities and budgets.
- Provide strategic advice on procurement timelines, cost estimates, and market dynamics to enable proactive planning and risk mitigation.
- Monitor the implementation of procurement plans and provide regular updates to management on progress, delays, and risks.
2. Procurement Process Oversight and Execution
- Manage the end-to-end procurement cycle for high-value or complex procurements, ensuring compliance, transparency, and value for money.
- Ensure appropriate procurement methods (open tender, restricted tender, single source, etc.) are used based on thresholds and risk assessments.
- Prepare and/or review tender documentation, including specifications, evaluation criteria, and bid documents in collaboration with user departments.
3. Procurement Governance and Compliance
- Ensure procurement activities adhere to PEAS Zambia policies, Zambian procurement laws, and applicable donor regulations.
- Maintain a procurement audit trail, with complete and accurate documentation for all stages of the procurement process.
- Lead the response to procurement audit queries and implement corrective actions for any non-compliance identified in internal or external audits.
- Lead monthly/quarterly procurement KPI tracking and reporting to management, supporting stronger governance and oversight.
4. Vendor and Contract Management
- Oversee supplier prequalification, selection, and performance evaluation processes, ensuring a robust and reliable vendor base.
- Manage procurement contracts, ensuring timely delivery, adherence to contract terms, and resolution of disputes or performance issues.
- Negotiate contractual terms with vendors in consultation with legal and finance teams to protect the organization’s interests.
5. Procurement Committee Coordination
- Serve as technical advisor to the Procurement Committee, ensuring its decisions are informed by best practice, evidence, and policy.
- Facilitate Committee meetings, ensuring timely presentation of procurement cases, proper documentation of deliberations, and adherence to thresholds and approval protocols.
- Build capacity of Committee members through periodic training on procurement principles, ethics, and compliance.
6. Tools, Systems, and Process Improvement
- Lead the institutionalisation of standard procurement tools, templates, and SOPs to improve efficiency and consistency.
- Continuously identify and recommend opportunities for improving procurement systems, digital tools, and record-keeping mechanisms.
- Support the implementation of procurement software or databases, ensuring accurate and timely data entry and usage.
- Lead ERP and e-procurement integration, to drive system optimisation and adoption to improve efficiency and transparency.
7. Stakeholder Engagement and Technical Support
- Serve as a key point of contact for procurement support within PEAS Zambia, advising departments on procurement planning, specifications, and compliance.
- Collaborate with finance, logistics, and program teams to ensure integrated support to project implementation.
- Represent the procurement function in management meetings and external engagements, as required.
8. Capacity Building and Knowledge Sharing
- Conduct targeted training sessions for program and operations staff on procurement procedures, policy changes, and compliance expectations.
- Foster a culture of ethical procurement, accountability, and value-for-money within the organization.
Required Qualifications and Experience
- Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or a related field.
- Minimum of 5 years of progressive experience in procurement and supply chain management, preferably in the NGO or public sector.
- Professional certification (e.g., CIPS, ZIPS membership).
- In-depth knowledge of the Zambian relevant procurement laws and related regulations.
- Demonstrated experience in policy development, systems strengthening, and tools creation.
- Strong understanding of procurement governance, compliance, and audit requirements.
- Excellent negotiation, analytical, and communication skills.
- Proficient in Microsoft Office (Excel, Word) and procurement systems.
Desirable
- Experience working in the education or non-profit sector.
- Familiarity with donor-funded procurement requirements.
Personal Attributes
- High integrity and ethical standards
- Strong attention to detail and accountability
- Ability to work independently and collaboratively
- Excellent organisational and time-management skills
- Committed to PEAS’ mission and values
Work Hours: 8
Experience in Months: 60
Level of Education: bachelor degree
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