Job description

ZAMBIA STATISTICS AGENCY (ZAMSTATS)

The Zambia Statistics Agency (ZamStats) was established under the Statistics Act, Chapter 127 of the Laws of Zambia, for the coordination of an integrated National Statistical System (NSS) to build a sustainable capacity for the production and use of statistical data and information for planning purposes at all levels of governance.

ZamStats has embarked on a transformative agenda which responds to the current trends in the statistical eco-system. In this regard, ZamStats hereby invites applications from suitably qualified Zambian nationals who are self-driven and dynamic with an impeccable track record to fill the following vacant positions:

Job Title: Manager– Procurement and Supplies (Salary Grade ZSA03/L)

(1Position)

A. Job Purpose

To manage the procurement and supply of goods, services and works in order to facilitate smooth operations of the Agency. The Procurement Manager is responsible for planning, managing, and overseeing the procurement function to ensure the timely, cost-effective, and compliant acquisition of goods, services, and works required by the organization. The role ensures value for money, supplier performance, risk management, and adherence to organizational policies and applicable Zambian procurement regulations.

B. The Job Holder will perform the following functions:

i. Develop and implement procurement strategies aligned with organizational objectives.

ii. Manage effectively the procurement of goods, services and works to ensure their timely availability.

iii. Prepare and manage annual procurement plans and budgets.

iv. Identify opportunities for cost reduction and process improvement.

v. Coordinate and provide secretarial services to the Procurement Committee to facilitate the smooth conduct of the Agency’s procurement meetings

vi. Monitor procurement market trends and recommend strategic sourcing initiatives.

vii. Source, evaluate, and select qualified suppliers.

viii. Negotiate contracts, pricing, delivery schedules, and service-level agreements and ensure contracts are administered effectively and renewed when necessary.

ix. Maintain strong supplier relationships and conduct supplier performance reviews.

x. Manage the end-to-end procurement process, including requisitions, quotations, tenders, evaluations, and purchase orders.

xi. Ensure transparent and competitive procurement practices.

xii. Review procurement documentation for accuracy and compliance.

xiii. Manages effectively the preparation of bidding documents in order to facilitate Bidding preparations.

xiv. Oversee bid evaluation processes and contract awards.

xv. Ensure compliance with organizational procurement policies and relevant Zambian laws and regulations.

xvi. Maintain procurement records and audit trails.

xvii. Identify procurement risks and implement mitigation measures.

xviii. Promote ethical procurement practices and professional development within the unit.

xix. Prepare monthly, quarterly, and annual procurement reports.

xx. Analyze procurement spend and supplier performance metrics.

C. Minimum Qualification and Experience

i. Grade 12 School Certificateor its equivalent with five (5) O levels

ii. Bachelor’s Degree in Procurement and Supply Chain Management, or Chartered Institute of Purchasing and Supplies Level 6 , or a related field.

iii. Master’s Degree in a relevant field will be an added advantage

iv. Membership with the Zambia Institute of Purchasing and Supply (ZIPS).

v. Eight (8) years relevant experience, three (3) of which must be in Management/supervisory role in public procurement role

D. Desired Knowledge

i. Strategic sourcing and procurement planning.

ii. Contract negotiation and supplier management.

iii. Knowledge of public procurement laws and regulations in Zambia.

iv. Experience in managing procurement budgets and contracts

v. Procurement management systems (ERP platforms such as SAP, Oracle, Microsoft Dynamics, etc.).

vi. E-procurement systems.

vii. Microsoft Excel (advanced level preferred).

viii. Data analysis and reporting tools.

ix. Vendor management software

x. Report writing and presentation

E. Desired Competences and Personal Attributes

i. Analytical Skills

ii. Problem-Solving Skills

iii. Accountability

iv. Risk and Change Management Skills

v. Leadership and People Development Skills

vi. Stakeholder Engagement and Diplomacy

vii. Communication and Advocacy Skills

viii. Computer skills

ix. Integrity and ethical conduct

x. Results Oriented