Job Description
Position: Procurement Assistant
Reports to: Head of Administration and Finance/Country Representative
Location: Harare, Zimbabwe
Duration: Fixed Term Contract – July-December 2025 (first 3 months’ probation)
Deadline: 13th June 2025
An international child rights organisation seeks to hire a competent, qualified and experienced Procurement
Assistant to support the projects implemented in Zimbabwe.
Job purpose
The Procurement Assistant will be responsible to manage supply chains, coordinates transportation,
oversees inventory, ensures timely delivery, handles procurement, maintains records, supports operations,
monitors costs, and ensures compliance with safety and regulatory standards.
Duties and Responsibilities
Duties and Responsibilities
Procuring all goods and services required for all projects and insuring deliveries to the project sites.
Receiving purchase requisitions, verifying against the budget lines, coordinating any adjustments
with finance and project officers.
Collaborate with key persons to ensure clarity of the specifications and expectations of the project,
Donors and the Organisation.
Engaging suppliers and sourcing quotations for various purchase requisitions received for all
negotiated procedures.
Creating various comparative schedules analysis sheets for quotations received on each purchase
requisition and forwarding to finance.
Negotiating favourable terms with the suppliers which include (price, quality, time, and delivery)
negotiations.
Following up on the selection of supplier, signing and approval of the purchase, including receiving a
signed purchase order and contract to engage the supplier.
Scanning and sending of purchase order and contract to the supplier and collecting or gathering all
necessary and required supporting documents for payment processing.
Ensure all (purchase’s) payments are done and proof of payments are sent to various suppliers.
Arranging deliveries and collections at Harare office and at project sites, including dispatching of
stocks already at the Harare office
Make follow-ups on product deliveries and collections are made from various suppliers in Harare
and at project sites including correct item checks, quality and quantity.
Record all deliveries (GRVs) and collections from various suppliers and receiving (GRVs) of items
procured and delivered at all the project offices/sites.
Verifying all documentation is available before sending to finance for further verification, capturing,
scanning, and filing.
Manage office supplies/consumables and keep records, create and update of stocks including
monthly stock counts.
Provide assistance to finance on recording, documentation, scanning, verification of documents
when necessary.
Assist the Head of Administration and Finance, when necessary, on tender processes.
Carrying out other finance and administration duties as delegated by the Finance department and
Administration and Country Representative.
Qualifications and Experience
Qualifications and Experience
Education:
o A bachelor’s degree in accounting, Procurement and Supply Chain Management, Purchasing
and Supply, Logistics, Business Administration, or a related field.
o A professional certification such as CIPS (Chartered Institute of Procurement and Supply) is an added advantage.
Work experience
o At least 3 years of relevant procurement experience within an NGO, international
development, or humanitarian organization.
o Demonstrated experience in supporting field-based operations and procurement in
compliance with donor regulations (e.g., AICS, UNICEF, WFP, UNHCR, EU).
o Experience in procurement planning, tendering, vendor management, and supply chain
support tailored to project needs in development and humanitarian settings.
o Strong track record in working across departments (e.g., program, finance, and logistics) to
ensure effective procurement support to project implementation.
o Prior experience working with humanitarian organizations or NGOs is an advantage.
o Prior experience within the sectors of agroecology, rural infrastructures, education, child
protection, and child sponsorship, is an added advantage.
Key Skills
The person is expected to have the following key skills:
Technical skills
o In-depth knowledge of procurement and supply chain procedures within the NGO context,
including ethical and sustainable sourcing.
o Sound knowledge with practical guide on contract procedures for European Union external
action (PRAG).
o Prior experience in developing tenders based on EU-PRAG templates (single tender,
simplified procedure, local open tender procedure, international open tender procedure)
o Familiarity with procurement regulations and documentation for agroecology, education
and protection-related goods/services (e.g., irrigation schemes, processing plants, school
supplies, learning materials, psychosocial support kits).
o Proficiency in procurement software and ERP systems.
o Competence in drafting procurement documents such as RFQs, bid analyses, purchase orders, and contracts.
o Strong analytical and reporting skills, including cost analysis and vendor performance evaluation
Soft skills
o High personal integrity, transparency, and ethical commitment.
o Excellent communication and interpersonal skills; able to work with diverse stakeholders
including community leaders, suppliers, and project staff.
o Strong organizational skills with ability to manage multiple procurement needs across
various projects under pressure.
o Problem-solving and proactive decision-making approach, particularly in dynamic or field- based settings.
o Strong attention to detail.
o Excellent organizational and time-management abilities.
o Strong communication and interpersonal skills to work effectively with diverse teams and stakeholders.
o Good oral and written communication skills in English.
o Emotional resilience, patience and empathy
o Good networking and teamwork skills.
o Good decision making and time management.
Other requirements
o Must possess a valid, full, and clean class 4 driving licence with a valid defensive driving
certificate.
o Proven experience in driving 4×4 vehicles in off-road and rural terrains, especially in project
field locations.
o Willingness to travel to project sites across Zimbabwe.
Working Conditions
The position may require flexibility in working hours.
The role involves interaction with multiple stakeholders, requiring adaptability and responsiveness.
How to Apply
Interested candidates should send their application letter, curriculum vitae with three contactable referees
and scanned copy of the driving licence and defensive driving certificate to: tdhcareers@gmail.com, clearly
indicating “Procurement Assistant – Name.Surname” on the subject of the email.
All applications should be shared not later than 13th June 2025.
Only short-listed candidates will be contacted.
Please note that interviews for the shortlisted candidates will be carried out in Harare tentatively on the
23rd June 2025
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