Professional Documents
Culture Documents
Procurement Assistant JD 17,12,19 PDF
Procurement Assistant JD 17,12,19 PDF
Procurement Assistant
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
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.
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
• 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
• 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
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:
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
Procurement staff
Suppliers
Contract partners
Donor representatives
Zambian Financial Sector Deepening | 53 Leopards Hill Road, Lusaka +260 211 848 065/6 | info@fsdzambia.org | www.fsdzambia.org
Job Holder Acknowledgement
Date of
acknowledgement
Signature
Zambian Financial Sector Deepening | 53 Leopards Hill Road, Lusaka +260 211 848 065/6 | info@fsdzambia.org | www.fsdzambia.org