ESNART MWALE

Prepare documentation to assigned procurement actions including identification of potential suppliers, preparation of invitations to bid, bid summaries, purchase orders and/or contract

• Follow-up on purchase orders and contracts: monitor receipt of order confirmation, shipment and receipt of goods and services
• Aid procurement actions
• Processing of at least 20 Purchase Orders Global Resource Management System (GRMS)
• Processing of at least 3 Invitation to Bid and Request for Proposal in Intend ERP electronic platform in Month
• Submission of recommendations to Local Procurement Committee
• Drafting of Contracts for Goods, works and Services
• Tracking of orders from national and global suppliers
• Report on status of procurement actions
• Coordinating clearing of goods with Clearing Agents
• File documents and records related to procurement actions, assigned tenders, purchase orders and contracts

Inventory management and monitoring of stock levels at office including project inputs in t field

• Safeguard inventory and maintain local inventory records
• Asset management including physical verification and proper recording of assets
• Process property transfers, putting serial numbers, tagging and disposal of assets.

Procurement and inventory management

• Serve on procurement committee as secretary and record all proceedings of committee
• Offer professional guidance to management, user departments and procurement committee on all procurements of goods and services
• Interpret procurement policy to user departments that may not fully understand tenets of policy to reduce internal conflicts
• Screen and register over 100 vendors that Habitat for Humanity Zambia will conduct business with annually (November)
• Ensure that vendors delivery notes are signed for at all time by person receiving goods/materials and GRN must be generated
• Enter all goods received in Inventory Register (When Inventory is stored in warehouse/ Container)
• Assumes responsibility and oversight of large and complex purchases involving use of Requests for Proposals
• Assists departments with specification development, drafts RFP, obtains NO approval and serves on Procurement Committee
• Monitors and obtains best price for office expenditures
• Represents department at various meetings with administration, programmes, resource and development, vendors, external agencies, professional organizations, and other groups
• Reviews, analyses and approves all purchases where award is not made to low bidder to ensure justification exists and HFHZ procurement policy is followed and adhered to
• Reviews, analyses and approves purchases of non-competitive nature, for amounts that are below procurement threshold
• Resolves problems and protests concerning bid solicitations, contract awards or contract performance as need arises
• Addresses unauthorized purchases and conveys decisions both verbally and in writing referencing existing country laws and regulations
• Develop and maintain effective working relationship with vendors and foster relations between suppliers
• Screen delivery documents by ensuring that persons receiving goods sign delivery notes (DN) and Goods Received Notes
• Conduct periodic audit spot checks on selected builds and verify that homeowners receive right materials requisitioned and delivered to them
• Financial Management and reporting
• Capture supplier invoices in Sun Systems
• Ensure all materials are properly accounted for and used for intended objectives
• E.g
• Carry out spot check audits
• Ensure that only approved and budgeted purchases are paid for and within budget limits
• Participate in all external audits by availing all information related to procurement to external auditors
• Deliver LPO's and other procurement documents to vendors
• Ensure that yellow copy of LPO, copy of approved PR and PC recommendations are attached to payment vouchers at processing payments
• Ensure vendors' payment requisitions are raised timely manner and submitted for processing
• Follow up any unpaid vendors' claims from accounts and ensure payments are processed for valid purchases.

Documentation of all requisitions received and updating of Purchase Ledger book on daily bas

• Preparation of at least 5 enquiries per week and collection of quotations
• Making follow-ups on outstanding payments and delayed deliveries
• Recording and filing procurement documents
• Preparing and executing purchase orders and requisitions
• Developing, Preparing and updating procurement work plan and strategy in accordance to procurement laws
• Liaise with Donor Agencies on project procurement and maintain outlined guidelines governing procurement process for projects
• Supervising operation of Council Stores
• Preparation and presentation of procurement Reports to management
• Preparation of procurement Minutes on all procurements undertaken.

Documentation of all requisitions received and updating of Purchase Ledger book on a daily basis

• Preparation of 5 enquiries per week and collection of quotations
• Making follow-ups on outstanding payments and delayed deliveries
• Recording and filing procurement documents
• Preparing and executing at least purchase orders and requisitions
• Developing, Preparing and updating procurement work plan and strategy in accordance to procurement laws
• Liaise with Donor Agencies on project procurement and maintain outlined guidelines governing procurement process for projects.

• Receiving of stocks into stores delivered by suppliers
• Issuing of stocks to internal clients and updating of Bin Cards
• Filling of issued and received documents in their respective folders
• Raising of at least 5 purchase requisitions for stock and non-stock items
• Reconciliation of variances in stores
• Preparation of weekly stock reports including reports.