Procurement and Administration Assistant

Bantwana Zimbabwe (BZ) seeks an experienced candidate for the role of Procurement Assistant for a new USAID-funded initiative focused on Support TB. The project aims to strengthen community resilience and health systems to identify and support individuals with TB, ensuring they receive the necessary care and improving overall health outcomes. BZ is a leader in the development of high quality, comprehensive OVC service delivery in high HIV/TB prevalence districts in Zimbabwe. BZ brings a significant track record of excellence and innovation in improving access to and quality of integrated OVC care and support, with a particular focus on strengthening coordination and layering of care, protection, and support services across the HIV/TB continuum of response, for vulnerable children and their caregivers at community, district, provincial and national levels.

Duties and Responsibilities

• Assisting in the updating and managing the Supplier List annually.
• Assisting in the acquisition of quotations, correspondences, and prepare evaluation documentation in strict accordance with the BZ Procurement Policy.
• Assisting in maintaining appropriate records to ensure that the procurement process, decision, and contractual agreements are accurately documented for accountability and audit purposes.
• Update the Procurement Tracker on a weekly basis and maintain it as live document for consultation with program leads.
• Assisting in ensuring that all procurement and supply requirements are procured and delivered in accordance with timescales set and agreed with the requesting departments/projects.
• Assisting in ensuring that goods and supplies are procured and delivered in line with the specifications stated in the purchase order.
• Assist in preparation of Service Level Agreements in consultation with Human Resources.
• Assist with conducting supplier assessments (visual compliance, suitability, and capacity to provide goods and services in liaison with the Procurement committee.)
• Assist with facilitating supplier payments by ensuring timely submissions of invoices to finance for processing.
• Assist with monitoring supplier performance-related issues i.e., key performance indicators such as right quality, right quantity, and price variations.
• Assist with facilitating the sign off and maintenance of trade agreements, Service Level Agreements and Leases.

Qualifications and Experience

• At least a Degree in Purchasing and Supply, Supply Chain Management or any related field.
• A Diploma in Procurement and Supply from CIPS
• Computer literacy and proficiency in MS Office, email and internet
• A minimum of 3 years` professional experience in a similar position in a high-volume procurement.
• Good verbal and written communication skills.
• Strong organizational skills and ability to multitask.
• Ability to think critically and creatively.
• Ability to work effectively in a fast-paced environment.
• Must be flexible, willing to perform other duties and work with irregular hours.
• Fluency in English, Shona and or Ndebele