Background information about the job or company (e.g., role context, company overview)

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:

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.

Responsibilities or duties

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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 or requirements

• Diploma or Bachelor’s degree in Procurement and Supply Chain Management, Business Administration, Logistics, Finance, or a related field.
• Knowledge of procurement regulations, tendering procedures, and contract management.
• Strong negotiation, communication, and analytical skills.
• Excellent knowledge of MS Office and procurement-related software/tools.
• High integrity and commitment to ethical procurement practices.
• Ability to work under pressure and meet tight deadlines.

Experience needed

• Minimum 2–3 years’ experience in procurement or supply chain management, preferably in an NGO or project-based environment.
• Membership or certification from professional procurement bodies (e.g., PSPTB, CIPS) is an added advantage.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

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.

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

• Strong negotiation, communication, and analytical skills.
• Excellent knowledge of MS Office and procurement-related software/tools.
• High integrity and commitment to ethical procurement practices.
• Ability to work under pressure and meet tight deadlines.

• Diploma or Bachelor’s degree in Procurement and Supply Chain Management, Business Administration, Logistics, Finance, or a related field.
• Knowledge of procurement regulations, tendering procedures, and contract management.
• Membership or certification from professional procurement bodies (e.g., PSPTB, CIPS) is an added advantage.