Temporal Procurement Officer

Job description

Pact, a non-profit organization based in Washington, DC, is implementing the USAID Zambia Integrated Health Activity. The Activity supports USAID and PEPFAR objectives of 95/95/95 and provides service delivery and technical assistance to improve Maternal, Newborn, and Child Health (MNCH) services. USAID Zambia Integrated Health improves,  sustains, and further integrates lifesaving HIV/AIDS and MNCH services at the health facility and community levels and ensure that client-centered, high-impact, high-quality services are available to all Zambians

Key Responsibilities
Under the supervision and guidance of the Senior Procurement Advisor, the Temporal Procurement Officer’s key responsibilities will include:

Supervise the procurement interns in the day-to-day management and administration of Pact consultant documentation
Ensure that consultant deliverables and invoices are submitted to finance for payment on time
Ensure fully signed contracts, contract amendments and any other relevant documentation related to the consultants are properly organized and filed on SharePoint.
Maintain a register for all documents/samples/tender or bids received at all times.
Make reservations for both accommodation and conference facilities.
Liaise with finance department on all hotel bills which need to be processed for payment.
Ensure all invoices received are logged in the invoice tracker in readiness for payment.
Prepare all documentation pertaining to invoices received and submit complete documentation to finance for payment.
Maintain and update RFQ/RFP trackers indicating status.
Maintain a comprehensive e-filing system for Purchase orders, ZRA LPOs and scanned summaries, customs documents.
Assist the Procurement Officer with other procurements, analyzing them and ensure complete procurement documentation is processed according to policy and established procedures.Maintain the ZRA LPO tracking sheet and make sure it is updated on a weekly basis.
Assist in obtaining quotations, compiling, and analysing cost information and assist in the selection of vendors, including preferred vendors.
Always maintain an up-to-date procurement tracker for easy reference by all departments.
Communicate and report all challenges to the Senior Procurement Advisor for resolution.
Maintain a filing system for all Zambia Integrated Health Project contracts, service level agreement and Bridger Insights file for all vendors

Qualifications

Advanced Diploma /Bachelor’s degree in Purchasing & Supply or equivalent.
Must be a member of Zambia Institute of Purchasing and Supply
Skills and Experience
Minimum 2 years’ experience as Procurement officer
Knowledge of USAID rules and regulations related to contracts and cooperative
agreements is an advantage.
Knowledge of procurement of consultant services is an advantage.
Knowledge of sourcing and procurement techniques
Understanding of local contract and procurement law
Proven attention to details.
Experience using computers and software at work and proficiency with MS Word and MS Excel is essential.

Candidates who meet the required basic qualifications and skills should send their CVs, Application Letter and qualifications/transcripts to pactzambiajobs@pactworld.org on or before the due date Monday 21st  July 2025

Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity or expression, marital status, disability, genetic information, age, citizenship status, genetic information, matriculation, family responsibilities, personal appearance, credit information, tobacco use (except in the workplace), membership in an employee organization, or other protected classifications or non-merit factors.