Procurement Assistant x1, Harare
Ngo & Social Services Jobs
- CeSHHAR Zimbabwe
- Expires 23 Dec 2025
- Harare
- Full Time
Job Description
CeSHHAR Zimbabwe is an organisation that specialises in population health research and programming, including on sexual and reproductive health and HIV/AIDS. CeSHHAR has an extensive national, regional, and international academic and community partnership network. CeSHHAR has a diverse range of funders which include the Wellcome Trust, the Gates Foundation, UK Medical Research Council, Templeton World Charity Foundation, Global Fund for AIDS TB and Malaria, UNICEF and UNFPA. We partner very closely with the Liverpool School of Tropical Medicine (UK). CeSHHAR is implementing a National Key Population programme on behalf of National AIDS Council and Ministry of Health and Child Care in all 10 provinces in Zimbabwe. The Procurement & Logistics Assistant manages the ordering process and is responsible for ensuring timely orders and deliveries of materials and services to ensure that stakeholder requirements are met. S/he builds vendor relationships to secure the best prices on products for CeSHHAR Zimbabwe.
Duties and Responsibilities
• Advise requisitioning departments on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle, meeting objectives under tight deadlines.
• Prepare solicitation process, identify method of solicitation, draft tendering documents, identify sourcing strategy and distribute invitations to tender, and support bid/proposals evaluations while ensuring the solicitation process is fair, objective and transparent and that it follows the general principles, as outlined in the CeSHHAR Procurement Manual.
• Organise and participate in, as appropriate, local tender opening panels and the Procurement Committee meetings.
• Participate in and conduct site inspections, bidder's conferences and contract negotiations.
• Coordinates with forwarding agents relating to customs clearance, packing, and shipment of goods and maintains logistics records of such procurement-related activities.
• Contribute to updating procurement policies and related tools, provide procurement reporting, as well as clarification/information for auditing purposes.
• Responsible for the planning and coordination of transportation requirements of the CeSHHAR Country Office.
• Ensure the agreed fleet management system, including the management of vehicle use, is implemented and maintained for CeSHHAR-owned/rented vehicles, and oversee vehicle usage.
• Supervise drivers; maintain responsibility for consistent application of all relevant driving and movement security procedures; monitor and assure Drivers’ ability to carry out these duties, identifying and securing learning and training opportunities where needed.
• Prepare Fuel reconciliations, review fuel liquidations by drivers and submit reports to Finance.
• Monitor fuel consumption by drivers and replenish fuel stock.
• Ensure procurement standards and procedures are implemented and maintained/followed for all procurement activities, with support from the Logistics Assistant.
• Together with programme teams, establish and regularly update procurement and delivery/distribution plans to support the operational objectives of projects with support from the Logistics Assistant.
• Take the lead in the procurement of goods, works and services for the projects.
• Reports on procurement, asset management, warehousing, fleet and transport activities as per the agreed reporting schedule.
• Responsible for ensuring all procurement, asset, warehousing, transport and fleet files are filed according to the agreed procedure and policy, as well as ensuring donor compliance requirements are met.
• Responsible for establishing and maintaining an asset register for all project/programme assets as per the agreed procedures and policies. Carry out physical asset counts biannually.
• Responsible for implementing and maintaining agreed warehousing procedures and standards across all warehouses /stocks with support from the Logistics Assistant.
• Support the drafting of the warehouse strategy to support the activities of the projects.
• Maintain communications with the relevant departments of the Country Office, to ensure timely and efficient receipt and dispatch of goods in support of their operations.
• Contributes to the production of regular, timely stock and narrative reports for the CeSHHAR and donors.
• Undertake field trips to verify details of suppliers/service providers.
• Support the dissemination of the relevant Fraud and Corruption Prevention and Control Policy to all suppliers/service providers who engage with the Country Office.
Qualifications and Experience
• Bachelor’s degree in Procurement, Purchasing & Supply, Supply Chain and Logistics, Business Studies or equivalent
• At least 2 years’ working experience in procurement, logistics, or supply chain management
• Studying towards a professional qualification in purchasing and supply management
• Advanced knowledge in MS Excel
• Detailed understanding of USG, UNDP, NIHGPS, EU, and LSTM rules and regulations.
How to Apply
Step 1: Click the Apply button below
Step 2: If you are interested in the above position, please email your CV and application cover letter addressed to Human Resources and send to vacancies@ceshhar.org . Indicate the position you are applying for in the subject line. Only short-listed applicants will be contacted.
CeSHHAR Zimbabwe is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, sexual orientation, religious and ethnic backgrounds, including persons living with disabilities, to apply.
The successful candidate will undergo relevant background checks and will be required to commit in writing to comply with the CeSHHAR Zimbabwe safeguarding guidelines.
