PACT Overview

Pact is an international nonprofit that works in nearly 40 countries building solutions for human development that are evidence-based, data-driven and owned by the communities we serve. Founded in 1971, Pact works with partners to build resilience, improve accountability, and strengthen knowledge and skills for sustainable social impact.

Department

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Position Overview

Pact, a non-profit organization based in Washington, DC, is implementing the Departmentof State Zambia Integrated Health Activity. The Activity supports Department of Statesand PEPFAR objectives of 95/95/95 and provides service delivery and technical assistanceto improve Maternal, Newborn, and Child Health (MNCH) services. Zambia IntegratedHealth improves, sustains, and further integrates lifesaving HIV/AIDS and MNCH services atthe health facility and community levels and ensure that client-centered, high-impact,high- quality services are available to all Zambians.

 

Pact Zambia’s Procurement Department ensures strong procurement management,accountability, and compliance across all projects and operations. Its core functions includemanaging the entire procurement cycle including workplan and procurement planning,receipt and actioning of purchase requisitions leading to requests forquotations/proposals, bid analysis, vendor selection, issuing of purchase orders and receiptof goods and services

Key Responsibilities

Under the supervision and guidance of the Senior Procurement Advisor, the ProcurementManager ’s key responsibilities will include:

• Procurement of goods, services in accordance with Pact Zambia and Department of Staterequirements
• Ensure that the procurement tracker is up to date.
• Review procurement documents prepared by the Procurement Officer/Assistant to ensureaccuracy and adherence to Pact procurement guidelines.
• Ensure that procurement files are maintained in accordance with applicable policies andprocedures.
• In coordination with Operations Manager and members of the procurement team asappropriate, collaborate with the Finance Manager to ensure all vendor payments are paidon time.
• Support the ZIH Senior Procurement Advisor to update end users (Requesters) on theprogress of their procurement requests.
• Support the ZIH Senior Procurement Advisor to review and track the procurement plan;communicate and share procurement updates with the various user departments acrossprovinces and head office on a regular basis.
• Support the ZIH Senior Procurement Advisor to review Purchase Requisitions, Purchaseorders and contracts, for all ZIH offices.
• Supervise the procurement officer, assistant and temporary procurement staff in the day-todaymanagement and administration of Pact consultant documentation and otherprocurement documentation as necessary.
• Ensure fully signed contracts, contract amendments and any other relevant documentationrelated to the consultants are properly organized and filed on SharePoint.
• Coordinate with the technical teams to ensure proper documentation of inventorymovement and distribution of commodities and supplies as necessary
• Ensure that vendors are furnished with the VAT exemption LPO and coordinate the timelyretirement and replacement of VAT LPO books across ZIHA Offices.
• Supervise ZIH Procurement Officer; provide training and coaching where necessary.
• Ensure that consultant deliverables and invoices are submitted to finance for payment ontime
• Maintain a comprehensive e-filing system for purchase orders, ZRA LPOs and scannedsummaries, customs documents.

Basic Requirements

• Bachelor’s degree in Purchasing & Supply or equivalent. A master's Degree is an added advantage
• A minimum of five years’ experience, including a minimum of three (3) years’ experience inprocurement management of U.S. assistance or acquisition programs of similar size,complexity and setting
• Must be a member of Zambia Institute of Purchasing and Supply

Preferred Qualifications

• Demonstrated experience in managing and supervising a team
• Outstanding interpersonal skills and eager to work in a fast-paced multiculturalorganization.
•  Demonstrated experience supporting and working with program technical staff to ensureefficient utilization of resources.
• Fluent in English, both verbally and in writing.
• Knowledge of USAID rules and regulations related to contracts and cooperativeagreements is an advantage.
• Experience in clearing and importation of goods and services
• Knowledge of procurement of consultant services is an advantage.
• Understanding of local contract and procurement law
• Proven attention to details.