Procurement Clerk | x1 | Harare | 1 Month

The Procurement Clerk is a critical administrative support role within the Operations Department, responsible for executing the clerical and documentation tasks across NAZ’s supply chain, procurement, inventory, and fleet management functions. Reporting to the Logistics Officer, this position ensures that all Procurement transactions are accurately documented, efficiently tracked, and fully compliant with internal policies and donor requirements, providing essential support for the organization's smooth operations.

Duties and Responsibilities

include but are not limited to:

Objective 1: Procurement and Supply Chain Support

• Documentation Management: Prepare, compile, and maintain complete administrative dossiers for all procurements, including requisitions, request for quotes, supplier quotes, bid analyses, purchase orders, and contracts, ensuring they are accurately filed (physically and digitally).
• Order Tracking Support: Assist the Logistics Officer in processing, tracking, and following up on purchase orders with suppliers to ensure timely and complete delivery of goods and services, maintain an order tracking sheet.
• Supplier Database Support: Assist in maintaining the approved supplier register, collecting necessary documentation (e.g., vendor forms, tax clearances), and supporting the compilation of basic quotes/proformas as directed.
• Financial Administration: Initiate the payment requisition process for procurements by accurately compiling complete payment vouchers and dossiers (including invoices, GRNs, Delivery notes, distribution notes or registers and purchase orders) and submitting them to the Finance department.

Objective 2: Inventory and Asset Administration

• Warehouse and Receipt Documentation: Assist with the administrative tasks of warehouse operations, ensuring all inbound and outbound shipments have complete and signed Goods Received Notes (GRNs) and Waybills.
• Inventory Support: Conduct routine physical stock counts and checks under the supervision of the Logistics Officer. Maintain and update inventory records and stock cards accurately.
• Asset Administration: Support the maintenance of the organizational asset register, assist with the physical verification and tagging of new assets, and track asset allocation and movement among staff.

Objective 3:  Fleet and Transportation Management Support

• Driver and Vehicle Records: Support the administrative aspects of fleet management, including ensuring that all vehicle logbooks and fuel tracking records are accurately completed and filed by drivers.
• Maintenance Coordination: Assist the Logistics Officer in scheduling routine vehicle maintenance, repairs, and servicing, and ensure related documentation (invoices, service records) is filed.
• Transport Coordination: Assist in securing transport (internal or external) for personnel or materials, including liaising with service providers and processing transport requests.

Objective 4: Compliance, Reporting, and General Support

• Filing and Audits: Ensure accurate documentation and record-keeping for all logistics activities to provide justifications and ensure compliance with expenditure audits.
• Data Entry: Enter data related to logistics operations into databases and spreadsheets, supporting data analysis for reporting purposes as required.
• Administrative Support: Provide general logistical support for routine office needs, including event setups, minor equipment disbursement, and general office refilling.
• Process Improvement: Report any identified issues, risks, or challenges within the logistics workflow to the Logistics Officer

Policy compliance – Mandatory Reporting Policy (MRP):

• Comply with all NAZ policies, procedures, donor requirements, and applicable laws.
• Assist where necessary in undertaking activities that aim to prevent sexual exploitation, abuse, harassment, and any safeguarding violations involving beneficiaries, staff, partners, suppliers, or other stakeholders.
• Promptly report any suspected misconduct, safeguarding concern, fraud, abuse, exploitation, harassment, or breach of policy through the appropriate NAZ reporting channels

Confidentiality:

• Ensuring the non-disclosure of any information whatsoever relating to the practices and business of NAZ acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty

Note:  The role of Procurement Clerk cannot be limited to the specific duties and tasks detailed herein and may be adjusted in accordance with the needs and operational circumstances of the organization. The success of the NAZ’s mission is the highest priority and all issues which arise must be addressed accordingly. Therefore, the Procurement  Clerk will be required to manage all unforeseen issues and circumstances and remain flexible to perform other duties, as and when required.

The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training.

Education Qualifications and Experience

• A Diploma or equivalent qualification in Logistics, Supply Chain Management or a related field. A bachelor’s degree is an added advantage.
• A professional qualification such as CIPS is an added advantage.
• At least two (2) years of experience in NGO supply chain, preferably in a logistics or procurement department. Prior experience in a non-for-profit organization is an added advantage.
• Proficiency in I.T systems and Microsoft Office applications (Word, Excel).
• A high level of attention to detail and accuracy in documentation and data entry.

Technical Skills:

• Ability to work with diverse stakeholders, including suppliers, staff, finance teams, programme teams, and service providers.
• Proficiency in Microsoft Office applications, particularly Word and Excel, including use of tracking sheets, registers, and basic data entry tools.
• Knowledge of procurement documentation, supplier database maintenance, stock cards, goods received notes, purchase order tracking, and asset register administration.
• Basic understanding of procurement compliance, audit-ready filing, inventory control, and fleet record management.

Soft Skills:

• Excellent communication, organisational, and time management skills.
• High level of integrity, confidentiality, accountability, and attention to detail.
• Ability to work under pressure, prioritise tasks, and meet deadlines with minimal supervision.
• Strong teamwork, coordination, problem-solving, and stakeholder service orientation.
• Commitment to safeguarding, ethical conduct, and respect for diversity.

Key Performance Indicators

• Procurement files are complete, accurate, properly authorised, and audit-ready.
• Purchase order trackers, supplier records, and payment dossiers are updated and submitted within agreed timelines.
• Goods Received Notes, delivery notes, waybills, stock cards, and inventory records are accurately maintained and filed.
• Asset register updates, asset tagging, and asset movement records are completed accurately and promptly.
• Fleet records, vehicle logbooks, fuel records, service documents, and transport requests are checked and filed regularly.
• Compliance concerns, documentation gaps, and operational risks are escalated to the Logistics Officer in a timely manner.

HOW TO APPLY 

To ensure consideration, use this smart recruiter’s platform link  to upload your CV and application letter and to input the required information in the  data fields on the platform no later than the 14th  of July 2026: 

Applications will be reviewed on a rolling basis until the position is filled. (applications are reviewed as they are received, and qualified candidates may be shortlisted or selected and the link closed before the closing date)

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Nutrition Action Zimbabwe (NAZ) upholds the highest standards of integrity and accountability in all its operations. We maintain a strict zero-tolerance policy towards fraud, sexual exploitation and abuse, harassment—including sexual harassment—and discrimination. To safeguard our values and ensure transparency, all candidates selected for recruitment will undergo comprehensive reference and background checks.

It is important to note that NAZ does not request, require, or accept any form of payment at any stage of the recruitment process. Any solicitation of payment in exchange for recruitment consideration is fraudulent, undermines our principles, and must be reported without delay. This safeguard ensures that our recruitment practices remain fair, merit-based, and free from exploitation.

For verification or reporting concerns, please contact:

Toll Free: 0808 0418   |   Phone: +263 24 2886 541 |