Job Description

Posted on February 6, 2022

Frankfurt Zoological Society conserves wildlife and ecosystems focussing on protected areas and outstanding wild places. FZS maintains long-term conservation programmes in Africa, South America, Asia, and Europe. The Africa Programme is FZS’ largest and oldest and is active in five focal countries: The Democratic Republic of Congo, Ethiopia, Tanzania, Zambia and Zimbabwe (www.fzs.org).
FZS Zambia (FZS-Z) has been active in the North Luangwa Ecosystem since 1986 and Nsumbu since 2017, working to conserve these globally important wilderness areas. FZS-Z supports effective and efficient protected area management, with a focus on law enforcement and community outreach with a focus on empowering host custodians in GMAs to manage their own resources. Particularly, the North Luangwa Ecosystem Programme (NLCP) has the mission of ‘Linking Livelihoods and Landscapes’. NLCP works using the following strategies:
1. Protect=Conserve=Preserve- This aims to implement robust and adaptive large landscape enforcement tactics and capability to protect, conserve, and preserve wildlife habitats and ecological services;
2. Empower=Educate=Enterprise- This aims to implement creative and beneficial initiatives to empower, educate and deliver enterprise opportunities for neighbouring communities and wider Zambian society;
3. Communicate=Connect=Change- This aims to implement focused messaging to communicate and connect with stakeholders and partners for effective and positive change; and
4. Structure=Systems=Support- This aims to implement a clear and enduring organization and financial structure with efficient systems to support a mentally and physically healthy team.
Learn more at https://fzs.org/en/projects about our conservation programme.
JOB DESCRIPTION: PROCUREMENT OFFICER (PO) (1 POSITION)
Procurement officer will be responsible for evaluating suppliers, products, and services, negotiating contracts, and ensuring that approved purchases are cost-efficient and of high quality, at reasonable process and within a reasonable delivery period.
1. Job Title:
Procurement Officer
2. Position in the Organisation
The Procurement officer will report to the Head of Finance and Administration.
3. Location/Station
Lusaka, but may be required to work at other locations as the job requires
4. Salary
A competitive salary will be paid based on qualifications and experience
5. Responsibilities

Research potential vendors
Create and maintain good relationships with vendors/suppliers
Maintain and update a list of preferred suppliers and their qualifications, delivery times, and potential future development
Review and analyze all vendors/suppliers, supply, quality, fair market price options and delivery conditions
Negotiate contract terms of agreement and pricing
Maintain updated records of purchased products, delivery information and invoices
Prepare reports on purchases as a monitor against budget
Prepare quotation analyses and price comparisons for Management approval
Evaluate and monitor contracts to be sure that vendors and supplies comply with the terms and conditions of the contract and to determine the need for changes
Receive and review all Purchase Requests from program and operations staff
Ensure that procurement is done in accordance with policies and procedures, and as per grant specified conditions.
Ensure that all purchases are properly authorized in accordance with finance manual policies and procedures.
Establish a reasonable and appropriate lead time for ordering and delivery of goods.
Prepare solicitation documents and manage contract/tender processes
Prepare all documentation for project managers implementing project activities through contracts and follow up on payments.
Support the finance team in monitoring budgets and book keeping procedures
Make professional decisions in a fast-paced environment
Develop monthly and annual plans for purchasing equipment, services, and supplies.
Review and stay up to speed on all procurement requirements specified in the grant agreements.
Monitoring the trend of business to ensure that extra costs are minimized, by avoiding over buying.
Maintaining an imprest system, where all invoices and cash are retired within set deadlines.
Timely processing of invoices in the procurement system.

Qualifications, experience and skills:

Finance degree or professional qualification/ business administration degree a must
Diploma or degree in purchasing and supply advantageous
5 or more years experience in Purchasing and supply systems advantageous
Competency in Microsoft office absolute necessity
Analytical and problem-solving skills.
Attention to detail with the ability to multi-task.
Ability to work under pressure and meet deadlines.
Ability to work independently and as part of a team.
Excellent documentation, filing and communication skills
Experience working with NGOs like USAID advantageous

APPLICATION PROCESS
Only candidates who meet the specified qualifications should apply. Please submit an application with the following:
1. Cover Letter – 1-page description of why you are suitable for the Procurement Officer role
2. Curriculum Vitae (CV) – 4 pages describing your experience, qualifications and 3 traceable referees.
Send via email the stated documentation only (5 pages) (NO NRCs, NO Driving Licences, NO certificates) to [email protected] make sure to indicate in the email subject line the position you are applying for or drop your applications at the Frankfurt Zoological Society Lusaka/Lundazi/Mpika Offices
Applications should be addressed to: The Head of Finance and Administration, North Luangwa Conservation Programme, Frankfurt Zoological Society, P.O Box 450189, Mpika
Closing Date: 21st January 2022 at 23:59. Applications submitted after the deadline will not be considered.
Only shortlisted candidates will be notified. FZS-NLCP is an equal opportunity employer, and everyone is free to apply.