Senior Procurement Officer
Resume:
MODICA HAKALIMA
Address: ***** ********, *** ****** **** Chalala, Lusaka.
Cell Phone: +260-********* E-mail: *********@*****.*** Date of birth: 25/05/1989 Nationality: Zambian NRC #: 136562/10/1 Driver’s License: 501384232
CAREER OBJECTIVES
A Results driven, hardworking and capable Procurement Specialist with a record of reducing cost while obtaining the best quality products at lower rates using industrial insights and experience to maximize profit for the company. Now looking for a new and challenging position, one that will make best use of existing abilities and knowledge and also further my career and professional development. WORK EXPERIENCE
The International Hospital of Zambia. March 2025 to present. The International Hospital of Zambia (IHZ) is a premier healthcare provider dedicated to delivering compassionate, patient- centered care. The modern infrastructure, advanced technology and team of seasoned medical professionals ensure world-class for Zambia and beyond Position: SENIOR PROCUREMENT OFFICER
Duty station: LUSAKA ZAMBIA
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Scrutinizing and processing purchase requisitions for accuracy. Processing purchase orders in Insta Procurement System.
● Implementing procurement procedures and systems.
● Managing and monitoring pharmaceutical product pricing to ensure cost control within the department.
● Collaborating closely with the hospital’s departments to ensure adequate stock levels and availability of stock and critical items.
● Coordinating with the internal and external logistics teams to manage deliveries of stock and reduce delays
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Coordinating with suppliers on product warrantees, returns and after-sales service support. Preparation of weekly and monthly reports on procurement. Ensuring suppliers meet the hospital’s standards for delivery and quality of goods. Supervision of procurement team members.
November 2021 to March 2025. G4S An Allied Universal Company: G4S is a British multinational private security company headquartered in London, England. The company was set up in 2004 when London-based Securicor amalgamated with Danish firm Group 4 Falck. The company offers a range of services, including the supply of security personnel, monitoring equipment, response units and secure prisoner transportation. G4S also works with governments overseas to deliver security services.
Position: PROCUREMENT SPECIALIST
Duty station: LUSAKA ZAMBIA
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Scrutinizing and processing purchase requisitions for accuracy. Processing purchase orders in SAP.
Proactively identify and address procurement risks and mitigation strategies to meet G4S compliance requirements.
● Ensure that the vendor meets the terms and conditions of the purchase order/contract through active contract management; This includes written communication with the vendor to ensure on- time delivery, and that goods and services meet the specifications and are of the quality and quantity requested.
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Ensure that procurement practices are in compliance with the project’s Policy and Procedures Manual and USAID rules and regulations for specific contracts like US Embassy and USAID funded NGOs.
Administering and managing contracts for vehicle hire, stationery, maintenance and cleaning services.
● Responsible for monitoring the procurement process in relation to the annual procurement plan.
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Responsible for international procurements, customs and courier services. Receive procurement requests from user departments and clarify items specification with user department
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Ensuring all registered and new vendors have read and signed the Supplier Code of Conduct. Provide advice and guidance to staff on procurement procedures and policies. Measuring and managing vendor performance.
Maintaining an updated vendor database based on procurement category. Maintaining procurement records.
Tracking cost savings
Assessing supplier’s Financial and technical capabilities.
● Ensure that contracts are drafted, approved, signed off by all the parties and administered in accordance with G4S Procurement Guidelines procedures for all high value and repetitive purchases.
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Tracking procurement with the aid of sophisticated procurement tracking tools. Ensuring invoices and delivery notes match the purchase orders before submission to accounts for payment processing.
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Evaluating offers from suppliers.
Tracking orders to ensure timely delivery of goods and services. Preparing monthly and quarterly procurement reports.
● Assure that selection of all suppliers, contractors and consultants is performed in a fully professional, transparent and ethical manner, and that all participating suppliers, contractors and consultants are treated in a fair and equal manner.
● Conduct contract close out for all Contracts/ Purchase Orders that are complete.
● Provide procurement best practices training to user department so as to ensure visibility of procurement policies and procedures.
● Maintain a record of contracts performance of suppliers, contractors and consultants and for their compliance with or breach of terms and condition.
July 2021 to November 2021- Children International Zambia: Children International Zambia is a top-rated International humanitarian organization focused on ending generational poverty through a proven approach. Over the past 80 years, we’ve developed a high-impact methodology that empowers children and youth to break free from poverty. Position: ACTING OPERATIONS AND PURCHASING MANAGER Duty station: LUSAKA ZAMBIA
● Approve requests, standard orders and direct payment requests in erequester system.
● Guards against conflict of interest, in the operation of the procurement activity
● Ensuring that end users make timely transport bookings in the vehicle log books and scheduling drivers accordingly.
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Management and approval of petty cash and leave forms for subordinates. Management of contract and vendor database.
Processing of rebate documentation for GIK consignment for VAT exemptions. Supervision of Service Centre Coordinators, warehouse clerks, drivers and general workers. Preparation of board reports, cash balance reports, covid -19 reports, compilation of bi-weekly service centre reports, procurement status reports, and submission of procurement statistics generated from erequester system to the Regional Controller.
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Representing the Agency during the regional operations and global meetings. Submission of NGO Annual Returns to Ministry of community development and PACRA Annual Returns.
● Conduct pre-bid meetings and bid opening meetings.
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Ensuring that Insurance premium and GLA, property and asset insurance, road and carbon taxes for all vehicles are done before year end.
Vehicle and equipment maintenance. Approval of fuel books and management of accounts with fuel providers.
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Ensure that reoccurring goods and services are procured through framework contracts with preselected suppliers (through tender process).
Management of the organisation's utility bills such as cleaning services, water bills, security, office rental, internet and telephone bills and escalate any concerns to the Landlord.
● Renewal of staff professional subscription in the operations and purchasing department. October 2020 to July 2021- Children International Zambia Position: PROCUREMENT ASSISTANT
Duty station: LUSAKA ZAMBIA
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Processing of requests in erequester procurement software. Responsible for supervising general workers and drivers. Responsible for checking vehicle log sheets from the drivers and ensuring that incident reports are completed on time and escalated to senior management.
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Management and filling of procurement documents and contracts. Sourcing, collecting and analysing data.
Responsible for facility management such as plumbing and repairs. Fleet management and scheduling drivers. Ensuring that vehicles are serviced in a timely manner according to the scheduled service mileage.
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Updating of Asset register and item catalogue.
Procurement of goods works and services such insurance, stationery, maintenance materials, food stuff and cleaning materials.
● Assisting in the preparation of procurement plans so as to aggregate recurring requirements which can then be used to negotiate and lock prices with vendors.
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Liaising with users departments where description of items is ambiguous. Handling the receipt of product donations and processing of gift cards. Contract management and expediting of orders to ensure timely delivery of services or products. Processing of vendor addition documentation.
Negotiating the best deals with vendors.
Submission of standard purchase orders invoices, job cards, certificate of service and goods. received a note to account for payment processing. October 2019 to October 2020- Lusaka Apex Medical University: Lusaka Apex Medical University is a leading private Medical University in Zambia. The University contributes to the global supply of highly qualified health professionals with emphasis on Zambia and Southern Africa. Apex Medical University is a Centre of Excellence in Medical, Nursing and Health Sciences Education, Research and Specialised Clinical Care. Position: PROCUREMENT ASSISTANT
Duty station: LUSAKA ZAMBIA
Prepare bidding documents for goods, works and consultant services in accordance with the approved procurement plan for review by the head Procurement.
Responsible for the procurement of both goods and services.
Assist in the preparation of the annual procurement plan.
Prepare evaluation reports and procurement committee papers
Undertake market research to ensure purchases are sourced from the most competitive source.
Prepare weekly procurement reports.
Ensure that all procurement records are properly kept and up to date.
Provide secretarial duties during procurement committee meetings such as recording minutes and offering procurement related advice.
Ensuring that purchase requisitions are authorised before processing them.
Expedite on pending supplier payments with the accounts department.
Managing existing vendor and supplier relationships.
Maintain records of purchases, pricing and other important data by making photocopies and filing them.
Sourcing for quotation and preparing supplier enquiries.
Liaising with end user departments where specifications are not clearly written or where technical advice is required.
2018 - 2019 University Teaching Hospital –
Position: PROCUREMENT AND SUPPLY INTERN
Duty station: LUSAKA ZAMBIA
1. Processing purchase requisitions, orders, and receipt of goods and services via sap. 2. Responsible for the procurement of medical equipment, instruments and medicines for the hospital. 3. Preparing tender and action taken reports.
4. Preparing procurement committee meeting minutes and agendas. 5. Assisting in the evaluation of quotations and selecting suitable suppliers. 6. Preparation of low value papers, enquiries and tender evaluation documents. 7. Selection of appropriate procurement methods in accordance with the ZPPA act and regulations. 8. Expediting deliveries from suppliers and following up with the finance department for vendor payment.
9. Filling and maintaining proper procurement records. 10. Sourcing for quotation.
11. Review requisitions for completeness and accuracy and follow up on discrepancies with the initiating department.
12. Consolidating supplier invoices, delivery notes and goods received notes for submission to accounts department for supplier payment processing. Stores Responsibilities
13. Receiving and verifying goods in line with the purchase order and supplier invoice against actual quantities received.
14. Ensuring that goods received are of good quality. 15. Generating stock update reports.
16. Raising goods return note.
17. Updating Bin Cards.
18. Raising Goods Received Notes.
19. Assisting in issuing out goods according to stock requisitions. EDUCATION
2025: The University Of Zambia
Master of Science in Operations Projects and Supply Chain Management 2016: Chartered Institute of Purchasing and Supply Professional Diploma in Chartered Institute of Purchasing and Supply (CIPS) 2014-2015: National Institute of Public Administration Diploma and Advanced Diploma in Chartered Institute of Purchasing and Supply 2012-2013: Zambia Institute of Business and Studies and Industrial Practice Certificate and Advanced Certificate in Purchasing and Supply 2006-2008: Kabulonga Girls High School
School Certificate
1997-2005: Woodlands A Basic School
Primary and Junior Secondary Certificate
SKILLS AND ATTRIBUTES
I am very proficient in the following areas:
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Sourcedogg Contract Management Software.
SAP Software
Provalido
Microsoft office word and Excel 2013, power point, outlook and google chrome Erequester Procurement Software
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Report writing skills
Good and sound knowledge of NGO procurement policies. Organizational skills
Leadership skills
Communication and interpersonal skills
Team participation
PROFESSIONAL MEMBERSHIP
Paid up member of Zambia Institute of Purchasing and Supply 2025 practicing license. REFEREES
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Name : Blackson Mkandawire
Occupation: Financial Director
Institution: G4S Secure Solutions Zambia
Cellphone: +260*********
Name : Ms.Sharon Kaoma
Occupation: Operations and Procurement Manager
Institution: DAI International
Cellphone: +260*********
Name : Ms.Charlene Mthonga
Occupation: Head Procurement and Supplies
Institution: Zambia Air Services Training Institute Cellphone: 096*******
Name : Mr. Chrispin Chimbonde
Occupation: Chief Procurement and Supplies Officer Institution: The University Teaching Hospital
Cell phone: 097*******
Contact this candidate