Zanzibar Maisha Bora Foundation Employment Opportunity
\nThe Zanzibar Maisha Bora Foundation (ZMBF) is a Non-Governmental Organization (NGO) founded by H.E Mariam H. Mwinyi, the First Lady of Zanzibar, and Chairperson of the Board of Trustees of ZMBF. The Foundation was duly registered in July 2021 under the Societies Act No 6 of 1995. The ZMBF aims to complement the Revolutionary Government of Zanzibar (RGoZ) efforts towards attaining quality life for all Zanzibaris. With a major focus on socioeconomic development, public health improvement, and gender-based violence elimination for women, youth, and children.
\nThe ZMBF\u2019s Vision and Mission can only be achieved through an empowered workforce one that is motivated, committed to growth and integrity, and driven to pursue excellence in execution. To this end, ZMBF is seeking innovative, self-driven, dynamic, and competent qualified candidates to fill the following vacancy:
\nPosition Title: Procurement Officer<\/p>\n
Reports to:\u00a0Finance and Grants Manager
\nDepartment:\u00a0Finance Department
\nDuty Station:\u00a0Head Office \u2013 Zanzibar<\/p>\n
Overall Purpose of the Job:\u00a0The Procurement Officer is responsible for managing all procurement processes to ensure timely, cost-effective, and compliant acquisition of goods, works, and services for the organization and its projects. The role ensures that procurement activities align with organizational policies, donor regulations, and ethical standards. The Procurement Officer will work closely with program, finance, and logistics teams to maintain efficient supply chain operations.
\nKey Roles and Responsibilities<\/p>\n
Procurement Planning and Coordination<\/p>\n
Support the development and implementation of annual and project-specific procurement plans.
\nCoordinate with program and operations teams to identify procurement needs in a timely manner.
\nMaintain updated procurement schedules and monitor progress against approved plans.<\/p>\n
Procurement Process Management<\/p>\n
Prepare and issue Requests for Quotations (RFQs), Requests for Proposals (RFPs), and tender documents.
\nConduct market surveys to identify reliable suppliers and assess price competitiveness.
\nEvaluate supplier bids, quotations, and proposals in line with procurement guidelines.
\nFacilitate procurement committee meetings and document decision-making processes.
\nPrepare purchase orders and ensure timely delivery of goods and services.<\/p>\n
Supplier and Vendor Management<\/p>\n
Maintain an updated vendor database and ensure suppliers meet quality and compliance standards.
\nEstablish and maintain strong relationships with vendors, service providers, and contractors.
\nConduct due diligence checks and ensure suppliers adhere to ethical procurement practices.
\nMonitor supplier performance and address issues related to quality, delivery, or contractual obligations.<\/p>\n
Contract Management<\/p>\n
Prepare, review, and monitor contracts for goods, services, and works.
\nTrack contract deliverables, timelines, and payments in collaboration with finance and program teams.
\nEnsure contract terms comply with organizational and donor requirements.<\/p>\n
Compliance, Documentation, and Reporting<\/p>\n
Ensure all procurement documentation is complete, properly filed, and audit-ready.
\nMaintain accurate procurement records including bid evaluations, approvals, purchase orders, and delivery notes.
\nEnsure compliance with organizational procurement policies and donor regulations (e.g., USAID, EU, UN, or other donors as applicable).
\nPrepare monthly procurement reports and provide updates on procurement status to management.<\/p>\n
Inventory and Asset Coordination:<\/p>\n
Support inventory management and ensure accurate tracking of procured goods.
\nWork closely with logistics teams to ensure proper storage, distribution, and utilization of materials.
\nAssist in updating the asset register and tagging newly procured assets.<\/p>\n
Risk Management and Quality Assurance<\/p>\n
Ensure procurement practices follow principles of transparency, fairness, and value for money.
\nIdentify and mitigate procurement-related risks, including conflicts of interest or supplier failures.
\nEnsure procured goods and services meet required quality, safety, and specification standards.<\/p>\n
Administrative Support:<\/p>\n
Assist in preparing budgets and cost estimates for procurement needs.
\nManage procurement correspondence, inquiries, and supplier communication.
\nSupport organization of procurement committee meetings, supplier orientations, and contract briefings.<\/p>\n
Qualifications and Experience:
\nWork placements<\/p>\n
Diploma or Bachelor\u2019s degree in Procurement and Supply Chain Management, Business Administration, Logistics, Finance, or a related field.
\nMinimum 2\u20133 years\u2019 experience in procurement or supply chain management, preferably in an NGO or project-based environment.
\nKnowledge of procurement regulations, tendering procedures, and contract management.
\nMembership or certification from professional procurement bodies (e.g., PSPTB, CIPS) is an added advantage.
\nStrong negotiation, communication, and analytical skills.
\nExcellent knowledge of MS Office and procurement-related software\/tools.
\nHigh integrity and commitment to ethical procurement practices.
\nAbility to work under pressure and meet tight deadlines.<\/p>\n
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