Job Description

Our client, a registered Non‑Bank Financial Institution, is seeking to appoint a Procurement and Administration Manager who will be responsible for leading and overseeing the procurement function and administrative operations of the organisation. This successful candidate will ensure that all purchasing and administrative processes are efficient, cost-effective, and compliant with internal policies and external regulations by strategic vendor management, procurement planning, contract negotiations and overall office and facilities management.

Responsibility

Strategic Procurement Management

• Develop, implement, and continuously improve the Company’s procurement policy, procedures, and vendor management framework to ensure transparency, accountability, and value for money.
• Lead strategic sourcing, tendering, negotiation, and contracting processes for all major purchases, ensuring optimal pricing, quality, and service delivery.
• Establish and maintain a robust supplier evaluation and onboarding process, ensuring suppliers meet compliance, quality, and performance standards.
• Monitor supplier performance against Service Level Agreements (SLAs) and take corrective action where necessary to safeguard operational continuity.
• Drive cost‑saving initiatives, including spend analysis, demand management, and supplier consolidation strategies.

Governance, Compliance & Risk Management

• Ensure full compliance with internal procurement policies, financial controls, and all applicable regulatory requirements, including ZIPS and statutory procurement guidelines.
• Implement and enforce procurement risk management practices, including contract risk assessments, supplier risk profiling, and mitigation strategies.
• Maintain accurate procurement records, audit trails, and documentation to support internal and external audits.

Budgeting & Financial Oversight

• Manage the procurement budget, ensuring efficient allocation of resources and adherence to approved spending limits.
• Provide regular procurement reports, spend analytics, and cost‑saving performance updates to senior management.
• Support financial planning through forecasting of procurement needs and market price trends.

Administration & Facilities Management

• Oversee all general administration functions across Head Office and branches, including facilities management, office services, utilities, and maintenance.
• Manage the Company’s fleet operations, ensuring proper scheduling, maintenance, fuel management, and compliance with transport policies.
• Maintain an up‑to‑date asset register and ensure proper tagging, tracking, and safeguarding of Company assets.
• Coordinate procurement and administrative support for branch openings, relocations, refurbishments, and expansion projects, ensuring timely delivery of logistics and resources.

Health, Safety & Security

• Ensure all Company premises adhere to health, safety, and security standards, including emergency preparedness, workplace safety protocols, and compliance with regulatory requirements.
• Work closely with security service providers to maintain a safe and secure working environment.

Stakeholder Engagement & Leadership

• Provide leadership to the procurement and administration teams, ensuring high performance, accountability, and continuous professional development.
• Collaborate with cross‑functional teams to understand operational needs and deliver timely procurement and administrative support.
• Serve as the primary liaison with suppliers, contractors, regulatory bodies, and internal stakeholders on procurement and administrative matters.

Requirements

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, Logistics, or a closely related field.
• A Master’s degree in Supply Chain, Business Administration (MBA), or related discipline is an added advantage.
• Full membership with the Zambia Institute of Purchasing and Supply (ZIPS)
• Additional certifications such as CIPS are highly desirable.

• 5–8 years of progressive experience in procurement, supply chain, and administration, with at least 3 years at managerial or supervisory level.
• Experience in the financial sector is required,
• Demonstrated experience managing end-to-end procurement cycles, supplier relationships, and contract negotiations.
• Proven track record in strategic sourcing, cost optimization, and implementing procurement best practices.
• Strong background in administration management, including facilities, fleet, office operations, and support services.
• Strong proficiency with ERP systems, procurement software, e‑procurement platforms, and inventory management tools.
• Solid understanding of procurement laws, regulatory frameworks, and internal control systems.
• Advanced negotiation skills, including supplier evaluation, contract drafting, and dispute resolution.
• Ability to develop and implement procurement policies, SOPs, and compliance monitoring mechanisms.
• Strong data analysis skills with the ability to interpret procurement metrics, supplier performance data, and inventory trends.
• Competence in budgeting, cost analysis, and financial reporting related to procurement and administration.
• Strong leadership and people management skills, with experience supervising cross‑functional teams.
• Excellent communication, presentation, and facilitation skills for internal and external stakeholder engagement.
• High level of integrity, ethical conduct, and commitment to transparent procurement practices.
• Strong attention to detail and ability to maintain accuracy under pressure.
• Demonstrated ability to work collaboratively across departments and build strong internal partnerships.
• Strategic thinking with the ability to align procurement decisions with organisational goals.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing business needs.

How to Apply

Interested candidates should submit their application by 21st August 2026. Only shortlisted candidates will be contacted.

TopFloor Limited is an equal opportunity employer and does not charge candidates for job placement.