Procurement Specialist

  • Full Time
  • Lusaka

Ministry of Agriculture

Vacancy title:

Procurement Specialist

[ Type: FULL TIME , Industry: Public Administration, and Government , Category: Transportation & Logistics ]

Jobs at:

Ministry of Agriculture

Deadline of this Job:

Friday, February 23 2024

Duty Station:

Within Zambia , Lusaka, South – Central Africa

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Terms of Reference

The Procurement Specialist will be responsible for planning, supervising and coordinating procurement activities for the works, goods and services according to the Procurement Plan and in line with the Government and Bank’s procedures.

Specific Terms of Reference

  • Under the supervision of the Project Coordinator, the Procurement Specialist will be responsible for the following:
  • Prepare and update the Procurement Plans and updates in consultation with key stakeholders.
  • Develop institutional systems and procedures of procurement and give advice to the implementing Department MoA, to ensure that procurement is carried out according to Government guidelines and Bank’s rules and procedures as applicable
  • Develop/update the procurement manual, as necessary, and ensure participating staff are aware of its provisions.
  • Keep up to date database with domestic/local and international market trends and costs for works, goods and services
  • Take the lead in pre-contract activities including preparation of bidding documents and requests for proposals in consultation with MoA using ADB Standard Bidding Documents as applicable.
  • Ensure compliance and approval requirements of the AfDB and the Government in the procurement
  • Guide the MoA, in negotiating as applicable and in finalizing and signing Purchase Orders or contracts with works contractors, suppliers or consultants.
  • Work jointly with Project Accountant (Finance and Administration) on procurement issues. Receive and secure original Bid Bonds, performance and advance payment guarantees and track their validity, seek extensions as needed and ensure timely release.
  • Working with the assigned Financial Management Staff, follow-up on all necessary processes of securing Letters of Credit, Shipping documents and clearance of goods, etc Establish procurement Tracking System and monitor implementation of Project’s procurement activities including dispatch of procurement documents, and arrangements for
  • insurance, etc.
  • Guide and support the Project Manager assigned for each contract and ensure that there are effective contract management systems in place for timely execution of contract and that all payments are in line with contract provision
  • Prepare periodic status Reports on the procurement of works, goods and services under the Project for submission to MoA and AfDB
  • Conduct procurement and contract management training for participating staff at MOA HQ. Province and District levels.
  • Undertake any other duties, related to the procurement that may be assigned by the PC and or Director of Agriculture.

Qualifications and experience

The Procurement Specialist shall have

  • Grade Twelve (12) School Certificate
  • A Bachelor’s Degree in Purchasing and Supply, or Business Administration, or equivalent Graduate Diploma in Chartered Institute of Purchasing and Supply-MCIPS (A must if first degree is not in a procurement related field)
  • A minimum of at least 5 years of direct relevant experience in public procurement and familiar with donor financed projects.
  • Must have significant training and practical experience in procurement within the National Public Procurement (using the Zambia Public Procurement Authority procedures) or internationally financed projects.
  • He/ She must have a sound understanding of procurement guidelines and procedures. applying to the African Development Bank (AfDB) and/or other Multilateral Development Banks.
  • Experience of working on Works and Consulting Services in the Construction Industry is desirable.
  • Proven analytical and evaluation skills.
  • Knowledge of developing market conditions generally and of procurement related legislation, system and practices
  • Ability to promote vendor commitment to ensuring delivery and long term sustainability of relationships
  • Strong communication skills and persuasiveness in presenting, negotiating and resolving complex issues, both orally and in writing in English
  • Strong interpersonal skills and orientation as a team member.
  • Must be a member of the Zambia Institute of Purchasing and Supply with a valid ZIPS practicing certificate

Required competences

  • Prior familiarity with procurement policies, and regulations of development partners and the preparation of specific standard procurement documents on AfDB and knowledge of preparation of bid evaluation reports and contracts
  • Experience with Donor funded Projects will be a requirement
  • Good report writing skills.
  • Proficiency in Microsoft Applications including Excel, PowerPoint and Word.
  • Excellent ability to communicate clearly, accurately and concisely in English, both verbally and in writing.
  • Strong attention to detail and thoroughness in work product.
  • Ability to multi-task. Work with tight deadlines and deliver exceptional results. h. Ability to work in a team and independently with minimal supervision.

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Interested candidates should send their CVs

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