Role Title:\u00a0Procurement Specialist
\nLocation:\u00a0Ndola, Zambia.
\nLine Manager:\u00a0Head of Operations
\nSalary:\u00a0Competitive
\nRole Summary
\nThe Procurement Specialist will be responsible for overseeing, managing, and continuously improving the procurement function at PEAS Zambia. This role will ensure that all procurement activities are conducted in a transparent, competitive, and cost-effective manner and aligned with both internal policies and national regulations. The role will play a key part in strengthening procurement capacity and systems across the organisation.
\nKey Responsibilities\u00a0
\n1. Strategic Procurement Planning<\/p>\n
Lead the development and periodic review of the annual procurement plan in collaboration with program and operations teams, ensuring alignment with organizational priorities and budgets.
\nProvide strategic advice on procurement timelines, cost estimates, and market dynamics to enable proactive planning and risk mitigation.
\nMonitor the implementation of procurement plans and provide regular updates to management on progress, delays, and risks.
\nSupport strategic sourcing and supplier relationship management, ensuring PEAS builds long-term, value driven partnerships with suppliers rather than focusing on transactional procurement.<\/p>\n
2. Procurement Process Oversight and Execution<\/p>\n
Manage the end-to-end procurement cycle for high-value or complex procurements, ensuring compliance, transparency, and value for money.
\nEnsure appropriate procurement methods (open tender, restricted tender, single source, etc.) are used based on thresholds and risk assessments.
\nPrepare and\/or review tender documentation, including specifications, evaluation criteria, and bid documents in collaboration with user departments.<\/p>\n
3. Procurement Governance and Compliance<\/p>\n
Ensure procurement activities adhere to PEAS Zambia policies, Zambian procurement laws, and applicable donor regulations.
\nMaintain a procurement audit trail, with complete and accurate documentation for all stages of the procurement process.
\nLead the response to procurement audit queries and implement corrective actions for any non-compliance identified in internal or external audits.
\nLead monthly\/quarterly procurement KPI tracking and reporting to management, supporting stronger governance and oversight.<\/p>\n
4. Vendor and Contract Management<\/p>\n
Oversee supplier prequalification, selection, and performance evaluation processes, ensuring a robust and reliable vendor base.
\nManage procurement contracts, ensuring timely delivery, adherence to contract terms, and resolution of disputes or performance issues.
\nNegotiate contractual terms with vendors in consultation with legal and finance teams to protect the organization\u2019s interests.<\/p>\n
5. Procurement Committee Coordination<\/p>\n
Serve as technical advisor to the Procurement Committee, ensuring its decisions are informed by best practice, evidence, and policy.
\nFacilitate Committee meetings, ensuring timely presentation of procurement cases, proper documentation of deliberations, and adherence to thresholds and approval protocols.
\nBuild capacity of Committee members through periodic training on procurement principles, ethics, and compliance.<\/p>\n
6. Tools, Systems, and Process Improvement<\/p>\n
Lead the institutionalisation of standard procurement tools, templates, and SOPs to improve efficiency and consistency.
\nContinuously identify and recommend opportunities for improving procurement systems, digital tools, and record-keeping mechanisms.
\nLead ERP and e-procurement integration, to drive system optimisation and adoption to improve efficiency and transparency.<\/p>\n
7. Stakeholder Engagement and Technical Support<\/p>\n
Serve as a key point of contact for procurement support within PEAS Zambia, advising departments on procurement planning, specifications, and compliance.
\nCollaborate with finance, logistics, and program teams to ensure integrated support to project implementation.
\nRepresent the procurement function in management meetings and external engagements, as required.<\/p>\n
8. Capacity Building and Knowledge Sharing<\/p>\n
Conduct targeted training sessions for program and operations staff on procurement procedures, policy changes, and compliance expectations.
\nFoster a culture of ethical procurement, accountability, and value-for-money within the organization.<\/p>\n
Required Qualifications and Experience<\/p>\n
Bachelor\u2019s degree in Procurement, Supply Chain Management, Business Administration, or a related field.
\nMinimum of 5 years of progressive experience in procurement and supply chain management, preferably in the NGO or public sector.
\nProfessional certification (e.g., CIPS, ZIPS membership).
\nIn-depth knowledge of the Zambian relevant procurement laws and related regulations.
\nDemonstrated experience in policy development, systems strengthening, and tools creation.
\nStrong understanding of procurement governance, compliance, and audit requirements.
\nExcellent negotiation, analytical, and communication skills.
\nProficient in Microsoft Office (Excel, Word) and procurement systems.<\/p>\n
Desirable<\/p>\n
Experience working in the education or non-profit sector.
\nFamiliarity with donor-funded procurement requirements.<\/p>\n
Personal Attributes<\/p>\n
High integrity and ethical standards
\nStrong attention to detail and accountability
\nAbility to work independently and collaboratively
\nExcellent organisational and time-management skills
\nCommitted to PEAS\u2019 mission and values<\/p>\n
Our Commitment
\nPEAS is committed to ensuring the safety and wellbeing of all children in our programmes and to maintaining high standards of integrity in all our operations. We promote safe recruitment practices, including thorough background checks and safeguarding training. We operate a zero-tolerance policy toward misconduct or corruption.
\nPEAS is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Female candidates and those from underrepresented backgrounds are strongly encouraged to apply.
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