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

Right to Care Zambia (RTCZ) has been at the forefront of public health innovation since our incorporation in 2016, providing high-impact Technical Assistance and Direct Service Delivery in partnership with the Ministry of Health. Headquartered in Lusaka, we currently operate across four provinces i.e., Lusaka, Luapula, Muchinga, and Northern, bringing quality healthcare closer to communities.

Guided by our 2023-2027 strategic plan, we are committed to strengthening health systems and improving lives through comprehensive HIV/AIDS prevention, care, and treatment, maternal and child health, and rapid epidemic response. Our integrated approach also includes malaria and TB control, public health research, Social Behaviour Change, pharmaceutical supply chain management, and addressing non-communicable diseases. As we continue to grow, we remain dedicated to excellence, collaboration, and sustainable impact in every community we serve.

Responsibilities or duties

Applying procurement policies, procedures, donor requirements, and applicable regulations while receiving, reviewing, and processing procurement requisitions, quotations, purchase orders, and supporting documentation.

Advising and supporting user departments on procurement requirements, specifications, sourcing strategies, supplier engagement, and compliance while collaborating with relevant stakeholders to ensure timely and cost-effective procurement.

Supporting the Senior Procurement Officer in tender processes, supplier selection, bid analysis, contract management, SAM checks, due diligence, and ensuring compliance with funder and organisational requirements.

Monitoring supplier performance, deliveries, certifications, pricing, and contractual obligations while liaising with Finance to facilitate timely supplier payments.

Maintaining complete procurement records, filing systems, transaction documentation, and procurement packs while identifying cost-saving opportunities through analysis of historical and competitive pricing.

Coordinating tender processes by receiving requisitions, assessing procurement thresholds, obtaining market quotations, preparing tender documentation, and maintaining tender submission registers.

Supporting tender evaluations by compiling evaluation packs, assisting committees with the evaluation process, recording proceedings, preparing minutes, and maintaining complete tender files.

Raising purchase orders for selected and approved suppliers and following up on deliveries and outstanding procurement actions.

Developing and maintaining effective working relationships with internal and external stakeholders while providing timely communication on procurement processes, supplier performance, deliveries, and outstanding purchase orders.

Maintaining professional supplier relationships and coordinating with Finance and user departments to resolve procurement and payment-related issues.

Maintaining an accurate and compliant supplier database while ensuring suppliers are providing required registration, certification, banking, and due-diligence documentation.

Ensuring only approved and compliant suppliers are being engaged and issued with purchase orders while following up on expired or outstanding supplier documentation.

Supporting the Senior Procurement Officer in consolidating departmental requirements, preparing and updating the annual procurement plan, and monitoring procurement activities against approved requirements.

Providing procurement records, supporting documentation, and audit evidence while facilitating the timely retrieval and submission of information required for internal and external audits.

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

Minimum Required Qualifications and Experience:

• Ordinary level (GCSE)/ Grade Twelve
• Diploma in Procurement and Supply Chain Management, Purchasing and Supply, Business Administration, or a related field.
• Minimum 3 years’ relevant experience in procurement, preferably within an NGO, donor-funded, or public health organization.
• Experience in developing procurement plans, sourcing suppliers, obtaining quotations, evaluating bids, and processing purchase orders.
• Knowledge of procurement policies, procedures, contract management, and supplier performance monitoring.
• Experience using procurement, inventory, and enterprise management systems.
• Paid up Member of ZIPS

Desirable Qualifications and Experience:

• Bachelor’s degree in Procurement and Supply Chain Management, Purchasing and Supply, Business Administration, or a related field.
• 3–5 years’ relevant experience in procurement, preferably within an NGO, donor-funded, or public health organization.
• Experience managing procurement for complex programmes, including health commodities, equipment, and services.
• Familiarity with donor-funded procurement procedures and audit requirements.
• Professional certification from ZIPS, CIPS, or an equivalent recognized procurement body.
• Paid up member of ZIPS.

Technical and Behavioural Competencies

• Problem-Solving Skills
• Business Savvy
• Service Minded
• Good Communication Skills
• Planning and Organization
• Influencing Skills
• Initiative
• Resourcefulness

• Applying procurement policies, procedures, donor requirements, and applicable regulations while receiving, reviewing, and processing procurement requisitions, quotations, purchase orders, and supporting documentation.
• Advising and supporting user departments on procurement requirements, specifications, sourcing strategies, supplier engagement, and compliance while collaborating with relevant stakeholders to ensure timely and cost-effective procurement.
• Supporting the Senior Procurement Officer in tender processes, supplier selection, bid analysis, contract management, SAM checks, due diligence, and ensuring compliance with funder and organisational requirements.
• Monitoring supplier performance, deliveries, certifications, pricing, and contractual obligations while liaising with Finance to facilitate timely supplier payments.
• Maintaining complete procurement records, filing systems, transaction documentation, and procurement packs while identifying cost-saving opportunities through analysis of historical and competitive pricing.
• Coordinating tender processes by receiving requisitions, assessing procurement thresholds, obtaining market quotations, preparing tender documentation, and maintaining tender submission registers.
• Supporting tender evaluations by compiling evaluation packs, assisting committees with the evaluation process, recording proceedings, preparing minutes, and maintaining complete tender files.
• Raising purchase orders for selected and approved suppliers and following up on deliveries and outstanding procurement actions.
• Developing and maintaining effective working relationships with internal and external stakeholders while providing timely communication on procurement processes, supplier performance, deliveries, and outstanding purchase orders.
• Maintaining professional supplier relationships and coordinating with Finance and user departments to resolve procurement and payment-related issues.
• Maintaining an accurate and compliant supplier database while ensuring suppliers are providing required registration, certification, banking, and due-diligence documentation.
• Ensuring only approved and compliant suppliers are being engaged and issued with purchase orders while following up on expired or outstanding supplier documentation.
• Supporting the Senior Procurement Officer in consolidating departmental requirements, preparing and updating the annual procurement plan, and monitoring procurement activities against approved requirements.
• Providing procurement records, supporting documentation, and audit evidence while facilitating the timely retrieval and submission of information required for internal and external audits.

• Problem-Solving Skills
• Business Savvy
• Service Minded
• Good Communication Skills
• Planning and Organization
• Influencing Skills
• Initiative
• Resourcefulness

• Ordinary level (GCSE)/ Grade Twelve
• Diploma in Procurement and Supply Chain Management, Purchasing and Supply, Business Administration, or a related field.
• Minimum 3 years’ relevant experience in procurement, preferably within an NGO, donor-funded, or public health organization.
• Experience in developing procurement plans, sourcing suppliers, obtaining quotations, evaluating bids, and processing purchase orders.
• Knowledge of procurement policies, procedures, contract management, and supplier performance monitoring.
• Experience using procurement, inventory, and enterprise management systems.
• Paid up Member of ZIPS
• Bachelor’s degree in Procurement and Supply Chain Management, Purchasing and Supply, Business Administration, or a related field.
• 3–5 years’ relevant experience in procurement, preferably within an NGO, donor-funded, or public health organization.
• Experience managing procurement for complex programmes, including health commodities, equipment, and services.
• Familiarity with donor-funded procurement procedures and audit requirements.
• Professional certification from ZIPS, CIPS, or an equivalent recognized procurement body.
• Paid up member of ZIPS.