Procurement Associate- job opportunity in ZambiaContract


Initiate Order Forms

  • Prepare order forms accurately and ensure necessary documentation is attached and send to appropriate signatories for approvals
  • Follow up with the Accounts Associate to ensure payment is prepared
  • Prepare GPZ Orders to vendors to enable delivery of goods and services
    Stores and Inventory management
  • Ensure that adequate storage and archiving space is assigned to each study and/or users
  • Confirm deliveries made by suppliers and ensure that Goods Received Notes have been raised
  • Issue stores requisitions for all items issued out of stores
  • Conduct a quarterly stock take for all projects
  • Maintain a current inventory of all assets costing more than USD $1000 at the time of purchase and their location.
  • Conduct an annual inventory review.
  • Ensure equipment, furniture and other items are tagged before being put in use.
  • Maintain an asset transfer register
  • Maintain archived study files.
  • Ensure that the storeroom is maintained in a good working condition at all times i.e, cleanness, humidity, temperature, lighting etc.

Shipment Management

  • Work closely with suppliers/shippers and clearing agents to ensure goods are cleared on time
  • Monitor status of shipments and update the shipment tracking log.
  • Note project feedback on state of goods and supplies shipped upon delivery

Clerical Duties

  • Perform general clerical duties such as maintaining general files, typing, data entry, opening mail, and completing and processing standard procurement forms
  • Perform related work as required


  • Work collegially as part of the team.
  • Communicate openly and honestly about issues, and/or problems that may arise.
  • Actively participate in problem solving


  • All candidates must have demonstrated excellent work experience in the use of Microsoft Office applications, especially Excel and Word
  • The candidate will need to fill out online Adobe forms
  • Ability to apply procurement terminology and using sheets and /or automated procurement systems
  • Good interpersonal, collaborative and problem-solving skills
  • Must be honest, transparent, detail-oriented and must work under minimum supervision

Education and Experience

  1. Diploma in Purchasing and Supply Management (CIPS)
  2. Minimum of 2 years progressive work experience in a related field preferably with an international organisation.
  3. Minimum two years experience in stores and shipment management is preferred
  4. Proficiency in procurement procedures and the Procurements Act
  5. A professional certificate and affiliation to a relevant accounting procurement professional body is a must

For more job vacancies in Zambia, visit


  • Location: Lusaka
  • Job Title: Procurement Associate
  • Closing Date 10 Nov, 2019
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