Job Description

Procurement Assistant

Context of the Role

The Procurement Assistant is responsible primarily for enabling effective mechanisms and
control of FSD Zambia spend. In particular the Assistant works with other procurement officers
and managers to oversee the procurement process in the SunSystem computerized
procurement and financial software, enabling goods and services to be ordered and delivered
in a timely and cost-effective manner. S/he will generate purchase orders which are both filed
and shared with the supplier, while ensuring compliance to all FSD Zambia procurement
policies and procedures. The Procurement Assistant is to be perceived as fully knowledgeable
and capable in procurement, providing support, guidance, control, and sound oversight. This
role reports to the Procurement Officer.

Job Purpose
The objective of this role is to manage all procurements from conception through execution
and use and ensure compliance to FSD Zambia and our financing partner regulations in all
procurement activity and contracting.

Key Competencies
• Ability to coordinate well with technical and operational staff
Planning & • Ability to monitor and keep on track all procurement deadlines
Coordination • Ability to coordinate with other staff the procurement planning and execution
to support FSD Zambia successful completion of its work
Compliance and audit • Thoroughness in implementing procedures and fulfilling roles, and
understanding best practice in procurement processes
• Capacity to accurately and timely ensure all documentation is in compliance
with rules and procedures, and is filed properly
• Ability to act as in an advisory role to the FSD Zambia team in matters relating
to procurement and financing partner compliance
Writing and editing • Ability to write well, and draft contracts, selection memos, and any other
documents required
• Close attention to detail
Administration • Excellent hard copy and electronic recordkeeping skills

Contract • Understanding of the principles of contracting - bidding, evaluation and

selection, legal frameworks, deliverables, timeframes, payment and closing out

Zambian Financial Sector Deepening | 53 Leopards Hill Road, Lusaka +260 211 848 065/6 | info@fsdzambia.org | www.fsdzambia.org
 management • Ability to assess and manage procurement processes and work flows and
report to teams

Scope of Work
The Procurement Assistant is responsible for ensuring all project procurement of goods and
services is achieved according to project deadlines. S/he will develop and implement policies
and procedures to ensure that all procurement actions are compliant with FSD Zambia and
donor regulations, and that they are carefully tracked from initiation through completion and
use. This responsibility covers the process from the initial request, the evaluation and selection,
contracting, delivery, payment and close-out. Reporting on the status of all procurements is
also a part of this role.

4.1. General Program and Administrative Procurement

• Advise other FSD Zambia staff regarding procurement procedures
• Review all procurement requests for accuracy and that they are complete, with the
correct supporting documentation
• Help issue procurement documents
• Ensure goods and services are delivered in the proper quality, in a timely manner, and
with the proper packaging
• Confirm with requestors that goods have been received and services delivered
• Maintain procurement files in accordance with applicable policies and procedures
• Track all procurement activity and deadlines, ensuring any procurement planning is
kept on time
• Provide input related to project procurement for financial and other reports
• Carry out other procurement functions as required
• Conduct monthly SunSystem audit, ensuring that all completed purchase orders are
closed and completed
4.2. Contract management
• Review procurement requests and enter tracking information into the procurement
management tracker
• Assign simplified procurements to the buyers for further process of purchase orders
• Initiate the selection process for programmatic and complex procurements
• Review Request for Proposals (RFPs), Terms of Reference (ToR), Scope of Work (SoWs),
Schedule of Services, proposed payment terms, and solicitation documents
• Coordinate and oversee the bidding processes between the project team and
finance/operations
• Invite applications via the selected channel and receive all bids
• Plan, monitor, schedule and facilitate evaluation of all tenders in accordance with
policies and procedures

Zambian Financial Sector Deepening | 53 Leopards Hill Road, Lusaka +260 211 848 065/6 | info@fsdzambia.org | www.fsdzambia.org
 • Develop and implement the use of a correct evaluation tool, advising evaluation
committees on evaluation criteria, procedures and timelines, including second round
presentations where necessary
• Document the scoring and communicate the outcomes of the evaluation process,
confirming the selection of the preferred bidder
• Create the selection memo for complex procurements and secure CEO approval
• Support the Finance Manager in completing due diligence on selected bidder(s) where
applicable
• Facilitate support from financing partners to secure VAT waivers and other
arrangements for cost management
• Ensure suitable warranties on any procurement, and details how to submit a complaint
and receive action
• Oversee the payment process, ensuring all deliverables are approved and confirmed
prior to disbursement of funds
• Write up any completion reports required and close all files as necessary

4.4. Supply chain management

• Working with the Operations and Procurement Officer, ensure that all service contracts
and Service Level Agreements for operational requirements are in place
• Work to establish blanket purchase orders for regular recurring operational purchases
• Maintain vendor relationships, procurement/vendor contacts, and pre-qualifications
lists

4.5. Advisory Role

• Provide advisory role to the FSD Zambia team on experiences of partners and colleague
organizations/NGOs in procurement which may be helpful to FSD Zambia
• Propose updates of policies or procedures in line with any changes

4.6. Additional activities as required in support of FSD Zambia’s programme

The FSD Zambia team needs to be able to adopt a flexible approach. No terms of reference
will be able to fully cover what may be needed in the course of work with FSD Zambia. This Job
Description therefore incudes:

• Any other tasks a requested by management

• Cover for colleagues on leave

Zambian Financial Sector Deepening | 53 Leopards Hill Road, Lusaka +260 211 848 065/6 | info@fsdzambia.org | www.fsdzambia.org
Conduct of the Work
Our corporate culture is to work to get the job done efficiently, effectively, collaboratively, and
pleasantly. Our clients are our passion – both our targets who are the financially underserved,
and our partners whether implementing or financing our work. Everyone across the FSD
Zambia team needs to be able to take the initiative to get things done without being told
precisely what to do or how to do it. The responsibility to deliver on objectives starts with the
individual member of staff. This does not mean that people operate independently. It is vital
to be able to judge when and where to look across the team and to leadership for support,
advice, ideas or simple validation of an approach.

Key Relationships
FSD Zambia Chief Executive Officer

Director-Finance and Operations

Procurement staff

All FSD Zambia technical and operational staff

Suppliers

Contract partners

Donor representatives

Qualifications, Skills and Knowledge

The ideal candidate will have:

• University degree or Diploma in Business Administration, First degree qualification in

demography, economics, social science and other related fields
• At least one year of experience in procurement/administration in a private sector office or
NGO
• Strong communications, influencing and engagement skills
• Strong record keeping and tracking, filling and information retrieval skills; well organized
• Excellent interpersonal skills and ability to work with people of varied backgrounds
• Ability to work under pressure and handle and prioritise multiple and time-sensitive
deadlines
• Excellent computer skills, and literacy in MS Word, Excel, Power Point and others
• Desire to be proactive and create a positive experience for others

Zambian Financial Sector Deepening | 53 Leopards Hill Road, Lusaka +260 211 848 065/6 | info@fsdzambia.org | www.fsdzambia.org
Job Holder Acknowledgement

Name of Job Holder

Date of
acknowledgement

Signature

Zambian Financial Sector Deepening | 53 Leopards Hill Road, Lusaka +260 211 848 065/6 | info@fsdzambia.org | www.fsdzambia.org