Temporary Assistant Procument Officer

Job description

TEMPORARY ASSISTANT PROCUMENT OFFICER (1 Year Temporary Employee)

Job Reference Number: ZCCM-80
Department: Procurement
Business Unit:
Industry: Purchasing
Job Type: Temp
Positions Available: 1
Salary: Market Related

The Procurement Unit is based at our Lusaka Head Office.
Job Description

JOB PURPOSE

To assist in performing procurement functions on behalf of ZCCM-IH in line with the Company’s Objectives derived from the Company’s periodical Strategic Plan (SP) in compliance with the prevailing Public Procurement Act (PPA) and its prevailing Regulations.

KEY RESPONSIBILITIES

Ensures that the submitted purchase requisitions (PR) as assigned by the Procurement Officer is captured in the approved Procurement Plan.
 Maintains a record of the submitted purchase requisitions for future audit trail.
 Reviews Terms of Reference, specifications, Bill of Quantities, and scope of works as submitted by End-Users.
 Prepares and subject for approval an invitation for bids/expression of interests (EOI) in view of uploading it on the Zambia Public Procurement Authority’s (ZPPA) Electronic Government Platform (e-GP) or for placement in National Newspapers through the Company Secretary Department (CSD);
Prepares Solicitation documents (Requests for Proposals [RFP] for review to ensure the evaluation criteria and scope of work/specifications and Terms of Reference are well captured.
Uploads the Requests for Proposals [RFP] on the e-GP for Consultants, Contractors/Suppliers) to submit bids.
Engages and mediates between User Department and external business partners involved in the bidding process whenever a clarification is sought by them.
Ensures responses are obtained from End Users and the information is disseminated in writing as an addendum to the running tender by posting same on the e-GP or submitted for publishing in the National Newspapers where the tender is conducted manually.
Keeps record of bid opening dates to ensure the e-Gp opening record is uploaded or the opening bid opening check list is ready for the bid opening event as information to be captured in the procurement paper.
Leads and coordinates all planned site visits to be undertaken in the company for both internal and external stakeholders to ensure there is value addition to the bidding process.
Ensures all observations/clarifications made during the site visit are captured and a bid Addendum issued accordingly.
Develops a template with a criterion already disclosed in the solicitation document to ensure an objective evaluation of bids and proposals.
Recommends for review of the bid Addendum and approval an Evaluation Committee (EC).
Guides the Evaluation Team during evaluations to ensure consistency and objectiveness.
Arranges and participates in the evaluation of bids/quotations and proposals.
Prepares Evaluation Reports (Procurement Papers) for subsequent approval by relevant authorities.
Participates in the planned negotiations by engaging both the End User and the recommended bidder for contract award.
Participates in contract negotiations with contractors, suppliers and consultants based on the disclosed bidding document and the submitted bid/proposal.
Submits “Notices of the Best Evaluated Bidder” to the superiors for further review and approval and posts on the e-GP of published in the d National Newspapers in line with the stipulated timeframe.
Prepare Local Purchase Orders (LPO), Notification of Contract Award, and ensure it is transmitted to the most competitive    bidder.
Prepares draft contracts and addenda for the provision of works, services, and supply of items to ensure agreements are authorised accordingly.
Ensures all procurement process adhere to the prevailing Public Procurement Act (PPA) and its Regulations.
Prepare and submit draft international contracts to the ZCCM-IH Legal Directorate in view of obtaining Attorney General’s (AG) approval/clearance.
Files all documents submitted, prepared, and approved during the procurement process cycle.
Secures and reviews submitted advance payment guarantee to ensure it is in accordance with the standard form provided in the bid document and submit to Finance Department through the Procurement Officer.
Secures and reviews submitted performance to ensure it is in accordance with the standard form provided in the bid document and submit to Finance Department through the Procurement Officer
Ensures receipt, review, and approval of payment certificates in accordance with the approved terms and conditions of the contract in line with the set-out contract deliverables according to the approved budget line and submit to the Procurement Officer for further action.
Ensure all stakeholders are kept abreast on all developments of the procurement process to enhance smooth networking both internally and externally ensuring the system is kept operational to meet stakeholder and shareholder expectations.
Provides capacity building for ZCCM-IH staff on public procurement procedures.
Performs Any other duties as assigned
Job Requirements
QUALIFICATIONS, KNOWLEDGE AND SKILLS
Minimum level of academic qualifications required to perform effectively in the role
Grade Twelve or Equivalent with Credits or Better in Five Subjects, Mathematics and English Included
Diploma in Purchasing & Supply or- CIPS Professional qualification in the related field.
Relevant Professional Membership
Relevant Professional Certification

   Minimum level of professional qualification required to perform effectively in the role

CIPS or related field
Relevant Professional Membership
Relevant Professional Certification
Skills and Competencies
Technical
Compliance and regulations
Contract Management
Public Procurement
Procurement policies and procedures
Inventory Management
Stores Management
Resource Management
Data Analysis
Records and documentation Management
Microsoft applications (Excel, word, PowerPoint)
Leadership
Planning and organising
Supervisory
Behavioural
Negotiation Skills
Problem Solving
Communication Skills
Analysis and attention to detail
Interpersonal Skills
 Teamwork
RELEVANT EXPERIENCE REQUIRED
Not less than 3 Years Work experience in a busy and complex work environment experience in a similar Position
WORKING CONDITIONS
Working Environment
Job holder exposed to normal office working environment.