Procurement Manager

Pact, a non-profit organization based in Washington, DC, is implementing the Department
of State Zambia Integrated Health Activity. The Activity supports Department of States
and PEPFAR objectives of 95/95/95 and provides service delivery and technical assistance
to improve Maternal, Newborn, and Child Health (MNCH) services. Zambia Integrated
Health improves, sustains, and further integrates lifesaving HIV/AIDS and MNCH services at
the 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 include
managing the entire procurement cycle including workplan and procurement planning,
receipt and actioning of purchase requisitions leading to requests for
quotations/proposals, bid analysis, vendor selection, issuing of purchase orders and receipt
of goods and services

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

• Procurement of goods, services in accordance with Pact Zambia and Department of State
  requirements
• Ensure that the procurement tracker is up to date.
• Review procurement documents prepared by the Procurement Officer/Assistant to ensure
  accuracy and adherence to Pact procurement guidelines.
• Ensure that procurement files are maintained in accordance with applicable policies and
  procedures.
• In coordination with Operations Manager and members of the procurement team as
  appropriate, collaborate with the Finance Manager to ensure all vendor payments are paid
  on time.
• Support the ZIH Senior Procurement Advisor to update end users (Requesters) on the
  progress 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 across
  provinces and head office on a regular basis.
• Support the ZIH Senior Procurement Advisor to review Purchase Requisitions, Purchase
  orders and contracts, for all ZIH offices.
• Supervise the procurement officer, assistant and temporary procurement staff in the day-today
  management and administration of Pact consultant documentation and other
  procurement documentation as necessary.
• Ensure fully signed contracts, contract amendments and any other relevant documentation
  related to the consultants are properly organized and filed on SharePoint.
• Coordinate with the technical teams to ensure proper documentation of inventory
  movement and distribution of commodities and supplies as necessary
• Ensure that vendors are furnished with the VAT exemption LPO and coordinate the timely
  retirement 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 on
  time
• Maintain a comprehensive e-filing system for purchase orders, ZRA LPOs and scanned
  summaries, customs documents.

• 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 in
  procurement 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

• Demonstrated experience in managing and supervising a team
• Outstanding interpersonal skills and eager to work in a fast-paced multicultural
  organization.
•  Demonstrated experience supporting and working with program technical staff to ensure
  efficient utilization of resources.
• Fluent in English, both verbally and in writing.
• Knowledge of USAID rules and regulations related to contracts and cooperative
  agreements 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.