Procurement and Administration Assistant

Bantwana Zimbabwe (BZ) is a registered Private Voluntary Organization (PVO)committed to improving the well-being of vulnerable children, youth, and families affected by HIV, poverty, and humanitarian crises in Zimbabwe and the region. BZ is seeking a highly experienced and motivated individual to fill the position of Procurement and Administration Assistant under the Zingane OVC Project, funded by the U.S. Department of State. The project aims to sustain care and treatment services for vulnerable populations using the National Case Management System through the provision of critical, life-saving interventions targeting orphans and vulnerable children (OVC), through comprehensive child centred family oriented and community owned interventions.

Purpose of the Position:

Under the general supervision of the Procurement, Administration and Contracts Officer, the Procurement and Administration Assistant, will be responsible for supporting monitoring and ordering supplies, delivery of supplies and promoting collaborative system with suppliers to ensure quality services are provided for the organization.

Responsibilities:

• Assist in the annual updating and management of the approved Supplier List.
• Support the procurement process by obtaining quotations, managing correspondence, and preparing evaluation documentation in strict adherence to the Bantwana Zimbabwe (BZ) Procurement Policy.
• Assist in maintaining accurate and comprehensive procurement records to ensure transparency, accountability, and audit readiness.
• Assist in updating and managing the Procurement Tracker weekly, ensuring it remains a live and accessible document for consultation by program leads.
• Assist in ensuring that all procurement and supply requirements are processed and delivered within agreed timelines and in accordance with project or departmental needs.
• Assist in verifying that all goods and services are procured and delivered in line with the specifications outlined in purchase orders.
• Support the preparation of Service Level Agreements (SLAs) in collaboration with the Human Resources Department.
• Assist in conducting supplier assessments to evaluate compliance, suitability, and capacity, in liaison with the Procurement Committee.
• Support the facilitation of supplier payments by ensuring timely submission of invoices to the Finance Department for processing.
• Assist in monitoring supplier performance using key performance indicators such as quality, quantity, timeliness, and price consistency.
• Support the facilitation, signing, and maintenance of trade agreements, Service Level Agreements, and lease contracts.

Qualifications and Education Requirements

• Bachelor’s degree in Purchasing and Supply, Supply Chain Management, or related field.
• A Diploma in Procurement and Supply from the Chartered Institute of Procurement and Supply (CIPS LEVEL 4)/CILT
• Proficiency in computer applications, including Microsoft Office (Word, Excel, PowerPoint, email, and SharePoint.
• At least two (2) years of professional experience in a similar role within a high-volume procurement and administrative support role.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Demonstrated critical thinking and problem-solving abilities.
• Ability to work efficiently in a fast-paced and dynamic environment.
• Flexibility and willingness to perform additional duties and work irregular hours when required.
• Fluency in English, and proficiency in Shona and/or Ndebele.

Application Details

To apply for this position, please submit a cover letter, CV, and three references (including name, organization, phone number, and email address) to recruitments@bantwana.co.zw with position title in the subject line and complete the Application form. BZ is an equal-opportunity employer. The application deadline is 28 November 2025. Due to the anticipated high volume of applications, only shortlisted candidates will be contacted.

BZ has a zero-tolerance policy on child abuse, sexual exploitation and abuse, sexual harassment, and any form of discrimination based on gender, race, ethnicity, age, and any other such distinguishing characteristics.Female candidates are encouraged to apply.