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

The Copperbelt University is a Public University established through an Act of Parliament No. 19 of 1987. The University’s core business is Teaching, Research, Innovation, Industrialisation and Community Engagement as a service to the nation. The University is an equal opportunity employer and hereby invites applications from suitably qualified and experienced candidates for appointment to fill in the following support staff positions:

Responsibilities or duties

To provide accurate and timely support to the Procurement Unit in the administration of the procurement process, processing bid documents, and purchasing materials.

• To assist with preparing formal bid documents for items and services to ensure that materials are in compliance with all procurement regulations;
• To inform staff and vendors on the procedural requirements (such as ordering, purchasing procedures, and available funds) for the purpose of facilitating the purchasing process with established practices;
• To maintain purchasing documents, files, and records (Requests for Proposals and vendor files) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines;
• To perform general and program-specific clerical functions (distributing purchase orders, scheduling;
• To process requisitions into approved purchase orders to update and distribute information and/or acquire resources in compliance with established guidelines;
• To respond to inquiries of staff and administration regarding purchasing procedures to provide information, direction, and/or referral for addressing the inquiry;
• To coordinate with requesting units and make sure that the right items are procured;
• To review documents and data (incoming requisitions, past purchases, reconciliations, inventories) to ensure completeness and accuracy of the purchasing process; and
• To perform any other duties as may be assigned by the Supervisor.

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

• Grade 12 or Form V Certificate (or its equivalent) with 5 “0” levels Credit or better, including English Language and Mathematics;
• Must have a Certificate in Procurement and Supply Chain Management, CIPS or ZIPS;
• A Diploma in Procurement and Supply Chain Management, CIPS or ZIPS is an added advantage.
• Be able to demonstrate knowledge of Procurement and Supply Chain Management processes or procedures;
• Excellent interpersonal and communication skills;
• Excellent written and oral presentation skills;
• Takes responsibility for actions, projects, and work under own direction; and
• Ability and willingness to work as part of a team and contribute fully to the work of the Department.

Experience needed

• Minimum of one (1) year of working experience required. Experience in an academic institution is an added advantage, and
• Valid Membership to a professional body.

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

Reporting Relationships:

• Immediate Supervisor: Procurement Officer
• Salary Scale: PSS07

“WOMEN ARE ENCOURAGED TO APPLY”

• To assist with preparing formal bid documents for items and services to ensure that materials are in compliance with all procurement regulations;
• To inform staff and vendors on the procedural requirements (such as ordering, purchasing procedures, and available funds) for the purpose of facilitating the purchasing process with established practices;
• To maintain purchasing documents, files, and records (Requests for Proposals and vendor files) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines;
• To perform general and program-specific clerical functions (distributing purchase orders, scheduling;
• To process requisitions into approved purchase orders to update and distribute information and/or acquire resources in compliance with established guidelines;
• To respond to inquiries of staff and administration regarding purchasing procedures to provide information, direction, and/or referral for addressing the inquiry;
• To coordinate with requesting units and make sure that the right items are procured;
• To review documents and data (incoming requisitions, past purchases, reconciliations, inventories) to ensure completeness and accuracy of the purchasing process; and
• To perform any other duties as may be assigned by the Supervisor.

• Be able to demonstrate knowledge of Procurement and Supply Chain Management processes or procedures;
• Excellent interpersonal and communication skills;
• Excellent written and oral presentation skills;
• Takes responsibility for actions, projects, and work under own direction;
• Ability and willingness to work as part of a team and contribute fully to the work of the Department.

• Grade 12 or Form V Certificate (or its equivalent) with 5 “0” levels Credit or better, including English Language and Mathematics;
• Must have a Certificate in Procurement and Supply Chain Management, CIPS or ZIPS;
• A Diploma in Procurement and Supply Chain Management, CIPS or ZIPS is an added advantage.
• Valid Membership to a professional body.