Role Overview
| Job Title | Graduate Trainee: Procurement |
| Department | Procurement |
| Reporting To | Procurement Officer |
| Location | Geo Pomona Waste Management Site, Pomona, Harare, Zimbabwe |
| Duration | 12 Months (Fixed-Term Traineeship) |
| Contract Type | Graduate Trainee – Fixed-Term |
| Start Date | 01 July 2026 |
| Ref | GPWM/PROC/GT/2026 |
2. About Geo Pomona Waste Management
Geo Pomona Waste Management (Pvt) Ltd is Zimbabwe’s leading integrated waste management service provider and aspiring Waste-to-Energy (WtE) company, operating under a Joint Venture Concession Agreement with the City of Harare. The company manages solid municipal waste at its Pomona facility, operating a sorting plant, hazardous waste landfill, weighbridge, and looking to build a Waste-to-Energy plant capable of generating 16–22MW for the national grid. The procurement function supports all operational departments — Waste Collection, WtE Engineering, Mechanical Engineering, PR/ Marketing Sorting Plant, Garage, and Business Development — making it central to the company’s mission of zero waste to landfill.
3. Purpose of the Role
The Graduate Trainee in Procurement will support the Procurement team in executing end-to-end sourcing, vendor management, and reporting functions. The programme is structured as a two-phase curriculum: the first six months focusing on foundational procurement systems, data management, and reporting; the second six months expanding to full procurement cycle participation, strategic sourcing, and independent management of key reporting deliverables.
4. Minimum Requirements
Qualifications
• Bachelor’s degree or equivalent in Supply Chain Management, Procurement, Business Administration, Commerce, or a related field
• Professional certification (CIPS, CPSM, or equivalent) — partially completed or in progress advantageous
Skills & Competencies
• Strong numerical and analytical ability
• Proficiency in Microsoft Office Suite (Excel advanced, Word, PowerPoint)
• Familiarity with SAP or any ERP/procurement system advantageous
• Excellent written and verbal communication skills
• Ability to work with large datasets and produce accurate management reports
• High level of attention to detail and commitment to accuracy
• Proactive, self-driven, and able to manage multiple deadlines
• Understanding of procurement ethics, compliance, and confidentiality
| PHASE 1 — FOUNDATIONMonths 1 to 6 | Core Systems, Data & Reporting |
5. Phase 1 Duties & Responsibilities
During the first six months, the trainee will be introduced to all core procurement systems and processes, with an emphasis on data accuracy, system proficiency, and routine reporting outputs.
5.1 PR/PO Dashboard Tracker — Setup & Maintenance
• Create and maintain a Purchase Requisition (PR) tracking dashboard covering all PRs submitted to the Procurement department
– Dual-track system: SAP system-generated PRs and manually raised PRs
– Fields to include PR number, date raised, requestor, department, description, estimated value, currency, status (pending/approved/converted to PO/rejected), priority level, and notes
• Track PR-to-PO conversion timelines and flag overdue approvals
• Maintain a live Outstanding PO Report detailing open purchase orders, delivery due dates, goods receipted vs. outstanding quantities, and supplier confirmation status
• Update the dashboard on a weekly basis and circulate to the Procurement Officers every Monday morning
5.2 RFQ & RFP Administration
• Assist in preparing Requests for Quotation (RFQs) for routine and non-stock procurement items
• Maintain a central RFQ log: issue date, commodity, suppliers contacted, response deadlines, and quotations received
• Compile quotation comparison tables (price, lead time, payment terms, MOQ, specification compliance) for Procurement Manager review
•
• File all RFQ/RFP documentation — physical and electronic — in the designated supplier correspondence folders
• Assist in drafting RFP documents for higher-value and service-category procurement
5.3 Vendor / Supplier Administration
• Maintain and update the approved vendor register — vendor details, commodity category, contact person, banking details, VAT registration, and ZIMRA compliance status
• Follow up on outstanding vendor compliance documents (tax clearance certificates, insurance, company registration) and flag expiries to the Procurement Manager
• Onboard new suppliers onto the SAP supplier master in liaison with Finance and IT
• Record and file all supplier correspondence, contracts, and quotation documents
5.4 Payment Tracking & Invoice Processing Support
• Prepare a weekly payment tracking report: invoices received, date submitted to Finance, payment due date, payment status (paid/outstanding), and outstanding amounts by supplier
• Liaise with Finance on invoice matching against GRNs (Goods Received Notes) and POs
• Maintain a supplier payment ledger summary by month, flagging disputed invoices and credit notes
• Follow up on supplier payment queries in coordination with Finance
5.5 International Shipment Filing & Documentation
• Create and maintain a dedicated physical and electronic folder for each international shipment
– Contents: commercial invoice, packing list, bill of lading / airway bill, certificate of origin, rebate application, Bureau Veritas or pre-shipment inspection certificate, customs entry, import permit, and delivery confirmation
• Track shipment status using carrier/freight forwarder updates and maintain a shipment status log
• Flag pending documents and incomplete files to the Procurement Manager for resolution
• Ensure all shipment folders are audit-ready and accessible to Finance and Compliance at all times
5.6 Procurement Spend Reporting
• Produce a weekly procurement spend summary from SAP and manual records, categorised by department and commodity
• Produce a monthly procurement spend report: total spend by supplier, by category, and by department; variance to budget where applicable
• Prepare a quarterly procurement spend report for management review, including trend analysis and top 10 supplier spend
• Maintain spend data in a structured Excel master file, kept current with every PO issued
5.7 General Procurement Support
• Support Goods Received Note (GRN) processing and matching to POs in SAP
• Assist with physical stock counts and reconciliation at the stores
• Maintain all procurement filing — physical and electronic — in an organised, audit-ready manner
• Attend and take minutes at supplier meetings and internal procurement review meetings
• Support the preparation of procurement status reports for weekly management meetings
| PHASE 2 — ADVANCEDMonths 7 to 12 | Independent Execution, Sourcing & Analytics |
6. Phase 2 Duties & Responsibilities
In the second half of the traineeship, the trainee will take on increased responsibility, managing key deliverables with reduced supervision and developing strategic sourcing and analytical capabilities.
6.1 Independent PR Dashboard & Reporting Ownership
• Take full ownership of the PR/PO dashboard, including enhancements — add automated status flags, SLA breach alerts, and procurement cycle-time analytics
• Produce management-ready dashboard summaries presented at weekly procurement review meetings
• Analyse PR trends by department and commodity — identify recurring items for blanket order consideration
6.2 RFQ/RFP Execution — Independent Management
• Issue and manage full RFQ/RFP cycles independently for routine procurement items (below the authorisation threshold)
• Conduct comparative supplier analysis and prepare recommendation memoranda for Procurement Manager approval
• Maintain supplier performance records based on RFQ response rates, pricing competitiveness, and delivery reliability
6.3 Cost Savings Reporting
• Establish and maintain a cost savings tracker: negotiated savings vs. last price paid, cash discounts secured, early settlement discounts, and specification optimisation savings
• Produce a monthly cost savings report with a running year-to-date total
• Identify and propose cost reduction opportunities to the Procurement Manager — alternative suppliers, consolidated orders, and substitution opportunities
• Contribute to quarterly cost reduction targets set by the Procurement Manager
6.4 Vendor Compliance & Performance Monitoring
• Conduct quarterly vendor compliance reviews — verify current tax clearance, insurance, ZIMRA standing, and banking details for all active suppliers
• Produce a vendor compliance scorecard: delivery performance (on-time %), invoice accuracy, quality complaints, and communication responsiveness
• Coordinate vendor performance feedback with operational departments (Mechanical Engineering, Sorting Plant, WtE, Garage)
• Flag non-compliant or persistently underperforming vendors for escalation to the Procurement Manager
6.5 Strategic Sourcing Support
• Assist in conducting market surveys for key commodity categories to benchmark current supplier pricing
• Support the preparation of procurement strategy documents for high-value or recurring categories (fuel, chemicals, PPE, engineering spares, waste collection consumables)
• Assist in drafting and reviewing supplier contracts in liaison with Legal and the Procurement Manager
• Identify single-source dependencies and propose alternative supplier development plans
6.6 Advanced Spend Analytics
• Build and maintain a procurement spend analytics workbook: spend by category (Pareto analysis), spend concentration, new vs. existing suppliers, and payment terms profile
• Produce a comprehensive quarterly spend review presentation for senior management
• Map procurement spend against departmental budgets and flag variances exceeding 10%
6.7 International Procurement — Full Cycle Support
• Assist in end-to-end international procurement: supplier identification, RFQ, proforma invoice review, freight arrangement coordination (Incoterms), pre-shipment inspection liaison (Bureau Veritas / SGS), customs clearance documentation, and landed cost calculation
• Maintain currency of knowledge on Zimbabwean import regulations, SI 64 requirements, and RBZ foreign currency allocation processes(records for acquittals)
• Produce a landed cost analysis for each international order, comparing total cost (FOB + freight + insurance + customs duties + clearing fees) against budget
7. Key Performance Indicators (KPIs)
| KPI | Target | Review Frequency |
| PR dashboard accuracy | ≥ 98% data completeness | Weekly |
| Outstanding PO report timeliness | Issued every Monday by 09:00 | Weekly |
| RFQ log currency | 100% up to date within 24hrs of activity | Weekly |
| Weekly spend report submission | On time, every Friday | Weekly |
| Monthly spend report submission | By 3rd working day of following month | Monthly |
| Vendor compliance renewal rate | 100% of active vendors compliant | Quarterly |
| Shipment folder completeness | 100% of folders complete at clearance | Per shipment |
| Cost savings identification (Phase 2) | ≥ 5% of category spend reviewed | Monthly |
| Payment tracking accuracy | Zero unreconciled invoices > 30 days | Monthly |
8. Systems & Tools
• SAP (Materials Management module — PR, PO, GRN, vendor master)
• Microsoft Excel (advanced — pivot tables, VLOOKUP/XLOOKUP, conditional formatting, charts)
• Microsoft Word and PowerPoint (report preparation and presentations)
• Email and document management systems
• Freight tracking and courier online systems
9. Professional Conduct & Ethics
The trainee is expected to uphold the highest standards of procurement ethics and conduct at all times, consistent with Geo Pomona’s values and Zimbabwe’s Public Procurement and Disposal of Public Assets Act (PPDA). This includes:
• Strict confidentiality of supplier pricing, contract terms, and internal financial data
• Zero tolerance for conflict of interest or undisclosed supplier relationships
• Compliance with all company procurement policies, delegation of authority limits, and approval frameworks
• Honest and accurate reporting at all times
Send your CVs to hr@geopomona.com by 26 June.
