Main Duties And Responsibilities

Procurement and Stock Management:

• With a Line Manager’s support manage tender preparation and tender execution and general support to all the procurement matters within the range of PIN work in Zambia;
• Participate as a facilitator in the Evaluation process for tenders;
• Procure goods and services following PIN procedures and donor rules; maintain proper records of procurement documents
• Handle payments to stakeholders ensuring all documentation is correct
• Collect and check invoices from vendors ensure accuracy (dates, amounts, supplier details, descriptions, signatures) before handing them to the Finance for payment
• Assist in stock management by preparing Goods Received Notes (GRNs), Goods Delivery Notes (GDNs), Stock Release and inventory papers and monitor and update records of secondary assets
• Upload Purchase requests and contracts on ELO for approval
• Implement procurement: preparation of quotations, tenders, market surveys, gathering them and uploading into ELO. Purchases of projects’ items and services;
• Keep track on all deadlines or closing date of quotation submissions;
• Keep track on deadline of delivery stipulated in each Contract and send out necessary reminder to suppliers if the deadline is approaching.
• Manage and periodically update vendor database;
• Track and update tasks progress in Microsoft To Do;
• Additional responsibilities or other tasks as assigned by line manager or from staff.

Fleet management:

• Refuel vehicles as needed
• Support the maintenance and accurate recording of vehicle logbooks

Base and Asset management:

• Ensure the office runs smoothly by maintaining cleanliness, supplies, and monitoring the procurement of consumables, stationery, and payment of utility bills
• Update and monitor base expenditure regularly
• Support stock and asset management quarterly; ensure all items are safely stored and documented
• Handle maintenance and repairs for the office and guesthouse
• Manage office events and coordinate transport and accommodation for staff and visitors
• Address administrative requirements related to the organization’s operations

Accountability and Safeguarding including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH)

• Carry out the duties in accordance with the PIN Code of Conduct and Key policies
• Participate in training and awareness raising (CoC and KP, Safeguarding…)
• Support in the implementation of Safeguarding measures throughout the employment
• Create and maintain a fulfilling and protective environment

Requirements

Required Skills, Experience and Behavioural Competencies:

• Degree or Diploma in Supply chain or Procuremnt management or a related field
• Minimum 3 years of experience in procurement/suply chain management
• Proficiency in standardProcurement software
• Strong organizational and communications skills
• Ability to maintain accurate records, collect and analyze data
• Ability to work independently with minimum supervision
• Ability to collect and analyze data
• Excellent data analysis and reporting skills
• Proficiency in Microsoft packages ( Excel,Word,Powerpoint,Outlook)
• Self-starter and motivated, ability to plan and organize work independently
• Basic Knowledge of IT an added advantage

People in Need is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need Code of Conduct and key policies (available at: www.peopleinneed.net/key-policies-4142gp ). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

Are you interested in joining us? Please apply in the link below. Send us your cover letter and CV which includes the contacts on your referees. Ideally, we need the name and email of your two previous line managers and one of HR.

Please note that PIN never ask for exchange of material, services or money for employment.

Benefits

EMPLOYMENT CONDITIONS

• 24 annual leave per year
• Contributions of Health Insurance (Nhima) as by Law.
• Accident insurance for all injuries during work time.
• National pension scheme contributions as by law
• Extensive Capacity Building program, both internal and external trainings – Induction training.
• internal online opportunities, such as access to e-learning platform and webinars
• Month contribution for phone tariffs
• Annual Staff retreat
• International environments with opportunities to learn from other country programs
• Paternity leave of 5 days and maternity leave of 14 weeks
• Breastfeeding breaks for nursing colleagues
• Per diem for working and sleeping outside of duty town depending on the location.
• Friendly and fair environment in small collective structure where everyone knows each other.
• We have lunch break with meals available at the office (Mongu Office)
• 2 health breaks per day.
• Salaries are according to People in Need Salary scale and shortlisted candidates to be informed about the salaries.