ABOUT US

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.

ABOUT THE POSITION

QUALIFICATIONS AND EXPERIENCE

Minimum Required Qualifications and Experience:

• Bachelor’s degree in supply chain management or equivalent
• Professional certification in procurement or supply chain management
• Minimum 4 years relevant work experience
• Member of Zambia Institute of Purchasing and Supply (ZIPS)

Desirable Qualifications and Experience:

• CIPS Level 6, Postgraduate in Supply Chain Management or related field.
• 5 year’s working experience in procurement.
• Experience in managing procurement for USG funded projects is an added advantage.
• Strong knowledge of procurement principles, practices and regulation.
• Experience with Sage Evolution or any procurement software.

TECHNICAL AND BEHAVIOURAL COMPETENCIES

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

KEY PERFORMANCE AREAS

Procurement Management

• Ensure effective implementation of the Procurement Policy within Right to Care.
• Identify cost-saving and cost-reduction opportunities in expenditure during the procurement process.
• Maintain preferred and approved supplier lists with appropriate documentation.
• Ensure full contractual, Service Level Agreements (SLAs) and legal compliance, ensuring suppliers perform strictly in line with contractual obligations and legislative requirement including risk assessments.
• Ensure regular market testing and benchmarking is performed to ensure maintenance of market competitiveness by comparing verified supplier pricing to market pricing.
• Prepare prior approval request to Donors relating to procurement of restricted goods and services.
• Execute the tender and bidding process by advertising and calling the committee meetings.
• Negotiate and finalise payment terms with suppliers within delegation of authority.
• Accountable to support the audit process on a yearly basis by ensuring all necessary documentations are provided for auditing purposes.
• Build and manage key relationships with suppliers and service providers to ensure smooth programme implementation.
• Conduct reviews of open Purchase Orders and requisition reports and make prompt follow ups.

Implementation of Procurement

• Advise and support staff in procurement and supplier relationships by helping to deliver better procurement practice through continuous communication and providing support based on the specific requests.
• Apply the Procurement policy and procedure in execution of daily activities.
• Collaborate with the relevant stakeholders to establish procurement needs and establish the appropriate sourcing strategy and methodology
• Support the Head of Operations & Procurement in procurement activities such as tender process, grant requirements, supplier relationships and contract management for goods and services.
• Review documents to establish missing information and submit to Line Manager for approval.
• Raise the necessary purchase orders in Advanced Procurement system.
• Receive procurement requests from user departments and clarify items specification with user department before embarking on the procurement process.
• Work closely with the Finance department to ensure timely payments to vendors
• Monitor supplier performance.
• Complete the necessary documentation for each procurement transaction.
• Obtain and review quotes to ensure compliance to the Right to Care procurement policy.
• Assist the Line Manager by completing a bid analysis for procurement transaction using the appropriate template in supporting the selection process of suppliers.
• Conduct the System of Award Management (SAM) check on all procurement transactions on the necessary platform.

Tender Process

• Initiate tender process for all bids above the quotation threshold by drafting an advert and sharing with the Procurement Manager for placing in the media once approved.
• Facilitate the closing of all bids by opening tender box and recording all bids.
• Conduct a preliminary analysis and pre-qualification of all bids and prepare submission to bid evaluation committee.
• Draft the bid evaluation committee minutes before submission to the Head of Operations & Procurement for distribution to the Chairperson of the committee.
• Maintain all bid communication regarding bidding processes and communicate the outcome of the bid evaluation committee to the supplier.
• Ensure complete and detailed records of all bidding documents for audit and legal purposes.

Procurement Planning and Supplier Management

• Share the monthly cash flow needs for procurement (obtained from open Purchase Orders) with the Procurement Manager on the 20th of every month to ensure timely payment of vendors.
• Submit timely and complete payment documentation within the stipulated timeline.
• Review Open Purchase Orders periodically, communicate with suppliers to submit the invoices and statements within 48 hours of delivery/completion of tasks and where possible request for cancellation of overdue Purchase Orders

• Ensure effective implementation of the Procurement Policy within Right to Care.
• Identify cost-saving and cost-reduction opportunities in expenditure during the procurement process.
• Maintain preferred and approved supplier lists with appropriate documentation.
• Ensure full contractual, Service Level Agreements (SLAs) and legal compliance, ensuring suppliers perform strictly in line with contractual obligations and legislative requirement including risk assessments.
• Ensure regular market testing and benchmarking is performed to ensure maintenance of market competitiveness by comparing verified supplier pricing to market pricing.
• Prepare prior approval request to Donors relating to procurement of restricted goods and services.
• Execute the tender and bidding process by advertising and calling the committee meetings.
• Negotiate and finalise payment terms with suppliers within delegation of authority.
• Accountable to support the audit process on a yearly basis by ensuring all necessary documentations are provided for auditing purposes.
• Build and manage key relationships with suppliers and service providers to ensure smooth programme implementation.
• Conduct reviews of open Purchase Orders and requisition reports and make prompt follow ups.
• Advise and support staff in procurement and supplier relationships by helping to deliver better procurement practice through continuous communication and providing support based on the specific requests.
• Apply the Procurement policy and procedure in execution of daily activities.
• Collaborate with the relevant stakeholders to establish procurement needs and establish the appropriate sourcing strategy and methodology
• Support the Head of Operations & Procurement in procurement activities such as tender process, grant requirements, supplier relationships and contract management for goods and services.
• Review documents to establish missing information and submit to Line Manager for approval.
• Raise the necessary purchase orders in Advanced Procurement system.
• Receive procurement requests from user departments and clarify items specification with user department before embarking on the procurement process.
• Work closely with the Finance department to ensure timely payments to vendors
• Monitor supplier performance.
• Complete the necessary documentation for each procurement transaction.
• Obtain and review quotes to ensure compliance to the Right to Care procurement policy.
• Assist the Line Manager by completing a bid analysis for procurement transaction using the appropriate template in supporting the selection process of suppliers.
• Conduct the System of Award Management (SAM) check on all procurement transactions on the necessary platform.
• Initiate tender process for all bids above the quotation threshold by drafting an advert and sharing with the Procurement Manager for placing in the media once approved.
• Facilitate the closing of all bids by opening tender box and recording all bids.
• Conduct a preliminary analysis and pre-qualification of all bids and prepare submission to bid evaluation committee.
• Draft the bid evaluation committee minutes before submission to the Head of Operations & Procurement for distribution to the Chairperson of the committee.
• Maintain all bid communication regarding bidding processes and communicate the outcome of the bid evaluation committee to the supplier.
• Ensure complete and detailed records of all bidding documents for audit and legal purposes.
• Share the monthly cash flow needs for procurement (obtained from open Purchase Orders) with the Procurement Manager on the 20th of every month to ensure timely payment of vendors.
• Submit timely and complete payment documentation within the stipulated timeline.
• Review Open Purchase Orders periodically, communicate with suppliers to submit the invoices and statements within 48 hours of delivery/completion of tasks and where possible request for cancellation of overdue Purchase Orders

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

• Bachelor’s degree in supply chain management or equivalent
• Professional certification in procurement or supply chain management
• Member of Zambia Institute of Purchasing and Supply (ZIPS)
• CIPS Level 6, Postgraduate in Supply Chain Management or related field.
• Strong knowledge of procurement principles, practices and regulation.
• Experience with Sage Evolution or any procurement software.