Procurement Officer at Zanzibar Maisha Bora Foundation (ZMBF)

Procurement Officer at Zanzibar Maisha Bora Foundation (ZMBF)

Position: Procurement Officer

Zanzibar Maisha Bora Foundation (ZMBF)

The Zanzibar Maisha Bora Foundation (ZMBF) is a Non-Governmental Organization  (NGO) founded by H.E Mariam H. Mwinyi the First Lady of Zanzibar, and Chairperson of  the Board of Trustees of ZMBF. The Foundation was duly registered in July 2021 under  the Societies Act No 6 of 1995. The ZMBF aims to complement the Revolutionary  Government of Zanzibar (RGoZ) efforts towards attaining quality life for all Zanzibaris.  With a major focus on socioeconomic development, public health improvement, and  gender-based violence elimination for women, youth, and children. 

The ZMBF’s Vision and Mission can only be achieved through an empowered workforce one that  is motivated, committed to growth and integrity, and driven to pursue excellence in execution.  To this end, ZMBF is seeking innovative, self-driven, dynamic, and competent qualified  candidates to fill the following  vacancy

Position Title: Procurement Officer

Reports to: Finance and Grants Manager 

Department: Finance Department  

Duty Station: Head Office -Zanzibar 

Overall Purpose of the Job:  

The Procurement Officer is responsible for managing all procurement processes to ensure  timely, cost-effective, and compliant acquisition of goods, works, and services for the  organization and its projects. The role ensures that procurement activities align with  organizational policies, donor regulations, and ethical standards. The Procurement Officer  will work closely with program, finance, and logistics teams to maintain efficient supply chain  operations. 

 Key Roles and Responsibilities 

Procurement Planning and Coordination

• Support the development and implementation of annual and project-specific procurement  plans.
• Coordinate with program and operations teams to identify procurement needs in a timely  manner.
• Maintain updated procurement schedules and monitor progress against approved plans.

Procurement Process Management

• Prepare and issue Requests for Quotations (RFQs), Requests for Proposals (RFPs), and  tender documents.
• Conduct market surveys to identify reliable suppliers and assess price competitiveness.
• Evaluate supplier bids, quotations, and proposals in line with procurement guidelines.
• Facilitate procurement committee meetings and document decision-making processes.
• Prepare purchase orders and ensure timely delivery of goods and services.

Supplier and Vendor Management

• Maintain an updated vendor database and ensure suppliers meet quality and compliance  standards.
• Establish and maintain strong relationships with vendors, service providers, and  contractors.
• Conduct due diligence checks and ensure suppliers adhere to ethical procurement  practices.
• Monitor supplier performance and address issues related to quality, delivery, or  contractual obligations.

Contract Management

• Prepare, review, and monitor contracts for goods, services, and works.
• Track contract deliverables, timelines, and payments in collaboration with finance and  program teams.
• Ensure contract terms comply with organizational and donor requirements.

Compliance, Documentation, and Reporting

• Ensure all procurement documentation is complete, properly filed, and audit-ready.
• Maintain accurate procurement records including bid evaluations, approvals, purchase  orders, and delivery notes.
• Ensure compliance with organizational procurement policies and donor regulations (e.g.,  USAID, EU, UN, or other donors as applicable).
• Prepare monthly procurement reports and provide updates on procurement status to  management.

Inventory and Asset Coordination:

• Support inventory management and ensure accurate tracking of procured goods.
• Work closely with logistics teams to ensure proper storage, distribution, and utilization of  materials.
• Assist in updating the asset register and tagging newly procured assets.

Risk Management and Quality Assurance

• Ensure procurement practices follow principles of transparency, fairness, and value for  money.
• Identify and mitigate procurement-related risks, including conflicts of interest or supplier  failures.
• Ensure procured goods and services meet required quality, safety, and specification  standards.

Administrative Support:

• Assist in preparing budgets and cost estimates for procurement needs.
• Manage procurement correspondence, inquiries, and supplier communication.
• Support organization of procurement committee meetings, supplier orientations, and  contract briefings.

Qualifications and Experience: 

• Diploma or Bachelor’s degree in Procurement and Supply Chain Management, Business  Administration, Logistics, Finance, or a related field.
• Minimum 2–3 years’ experience in procurement or supply chain management, preferably  in an NGO or project-based environment.
• Knowledge of procurement regulations, tendering procedures, and contract management.
• Membership or certification from professional procurement bodies (e.g., PSPTB, CIPS) is  an added advantage.
• Strong negotiation, communication, and analytical skills.
• Excellent knowledge of MS Office and procurement-related software/tools.
• High integrity and commitment to ethical procurement practic
• Ability to work under pressure and meet tight deadlines.

Mode of Application: 

Applicants are requested to submit a formal application accompanied by a detailed curriculum  vitae, photocopies of academic and other relevant certificates, and the names and contact details  of three referees to: r[email protected] 

Applicants are requested to clearly state the position for which they are applying in the subject  line of their email. All supporting documentation should be consolidated into a single PDF file. 

The deadline for the application is 31st December 2025. Only shortlisted candidates will be  contacted. 

ZMBF is an equal opportunity employer, and we value diversity. ZMBF is committed to principles  of safeguarding in the workplace and will not tolerate any form of abuse, wherever it occurs or  whoever is responsible.