Procurement Coordinator

Title: Procurement Coordinator

TEAM/PROGRAMME: Program Operations

LOCATION:  Lusaka 

GRADE:  Nat3

POST TYPE: National

Safeguarding:

Save the Children does not tolerate any form of exploitation, abuse, or harassment against any person. It is the responsibility of all employees and representatives to protect all people who come in contact with our organization. Save the Children commits to applying the same standards to all its employees and subject them to the same processes regardless of their position, influence, or reputation within or outside of the organization.

Diversity, Equity & Inclusion

Save the Children International’s Diversity Policy, aims to promote equal opportunity in employment and to ban any kind of discrimination based on sex, age, social class, disability, HIV status, religion, race and ethnicity. 

ROLE PURPOSE: 

The Procurement Coordinator is responsible for procurement coordination including procuring of goods and services within Save the Children Zambia. The Procurement Coordinator will also support the Supply Chain Manager in:

• Ensuring that the right supplies and services are procured and that there is timely procurement and delivery of goods and services to programmes to deliver outstanding results for children
• Ensuring best value for money is achieved through competitive and transparent procurement processes.
• Team building in ProSave.
• KPI monitoring and tracking.
• Development of Consolidated Procurement Plans and Sourcing Pipeline.

The Procurement Coordinator will also be supporting the coordination of Supply Chain and Procurement activities across country offices.

SCOPE OF ROLE:

Reports to: Supply Chain Manager

Staff reporting to this post: Dotted lines for Procurement officers

KEY AREAS OF ACCOUNTABILITY:

Procuring Goods and Services 

• Responsible for procurement plans coordination and buying of goods and services.
• Responsible for receiving and reviewing of the procurement requests received in ProSave to ensure that they have the correct technical description, the procurement lead time/need by date is reflected correctly and is realistic to ensure that the items which be procured prior the need by date.
• Responsible for the rejection of the procurement requests received in ProSave which does not have adequate technical description and timely feedback the programme requestor.
• Work closely with the programme requestor and agree on the Need by Date to ensure that once the service or goods have been delivered, the items are received in the Total Inventory Management System (TIM) or the service is immediately received in Prosave by the Programme Requestor.
• Facilitating payment for suppliers each month.
• Procurement tracking to ensure no suppliers are delayed in payments past three weeks of the month for orders done in the previous month.
• Close monitoring of the Supply Chain Efficiency on the Power BI to ensure that the KPI reaches the minimum KPI Level at least 85% monthly.
• Closely monitor the performance of the suppliers or service provider whether they are delivering on time or not. These trends should be documented.
• Manage suppliers professionally and proactively, providing feedback to improve performance and leading periodic review meetings.
• Support the Lusaka and Field Office with supplier registration on ProSave to ensure that they are fully integrated into prosave in readiness for use.
• Timely communication with suppliers to ensure that the Local Purchase Orders are confirmed, and they are timely able to deliver the goods/services.
• Support with uploading of Framework Agreements, in ProSave and ensuring that the contracts are linked.
• Will be involved in managing Gifts in Kind (GIK).
• Managing and resolving Accruals.

Team Management and Capacity Building

• Support the SCM in identifying procurement glitches for rapid feedback and action.
• Facilitating ProSave support to procurement officers and staff for improved r