March 23,
2020 5428 5428 
ZIPS MEETS THE ACCOUNTANT GENERAL
ZIPS President Mr. Chibwe D Mwelwa led a team from ZIPS comprising the Council Secretary, Mr. Daniel Kabamba, the National Treasurer, Ms Mary Banda, the Registrar, Mr Henry Chanda, and former Council Member Mr. Friday Mumba, in paying a courtesy call on the Accountant General, Mr. Kennedy Musonda on Thursday, 30th January 2020. The meeting was very fruitful and addressed the following issues:
1.0 CHALLENGES THAT THE PROCUREMENT FUNCTION EXPERIENCES IN ZAMBIA
Lack of legitimate power in the procurement process: Procurement personnel are lowly positioned in Government and private sector. It was sadly noted that the highest position one has in Government is Head of Procurement which is at Assistant Director Level. This issue is receiving unprecedented support from the Office of the Secretary to the Cabinet.
2.0 LACK OF ANCHOR OF PROCUREMENT FUNCTION IN GOVERNMENT OPERATIONS
Procurement does not have an anchor in Government as far as ZIPS is concerned and that results in a lot of challenges including:
- Though members report to the Controlling Officer, the procurement function reports to no one professionally (like the Accountants have the Accountant General)
- Members do not have any support or protection and can be easily be moved at will by PSMD
- Trained personnel are being removed without consideration
- The procurement department is susceptible to manipulation as the function has no support in Government Operations
- The Accountant General has pledged to be an ambassador for ZIPS in order to push this agenda
3.0 CREATION OF THE OFFICE OF PROCUREMENT GENERAL/CONTROLLER
The creation of this position as far as ZIPS is concerned is long overdue. Its absence has rendered in the procurement function incapable of taking full responsibility and accountability in Government Procurement. The benefits to be reaslised from the creation of this position are:
- The Procurement General will be spokesperson on all government procurement activities which in turn will divert the finger pointing that politicians, including the President are subject to
- As the anchor for Government procurement, the position will be at PS level (the same level as the Accountant General) and will therefore be at the appropriate level to deal with all challenges in Government procurement, including the procurement related queries that consistently appear in the Auditor General’s Report
Mr. Kennedy Musonda observed that it was unfortunate that the procurement function had no anchor in government and that this matter needed to be addressed with the urgency it deserved. He committed to working with other government wings in lobbying for this cause. He stated that the creation of the Office of Procurement Controller will streamline Supply Chain Management in government and in the nation at large.
4. ALIGNMENT OF STORES FUNCTION TO ACCOUNTS DEPARTMENT
The Accountant General acknowledged receipt of the letter the Institute wrote to the Ministry of Finance and his office in regards to the circular No 8 of 2019 (Alignment of Public Stores Management of the Public Finance Management Act No 1 of 2008).
The Institute submitted that the circular issued has caused a lot of confusion in the profession because stores officers were instructed to report to accounts departments instead of the PSU. If these changes in the stores reporting structure are not managed, this may have the opposite effect than that intended.
Mr. Kennedy Musonda assured ZIPS that his office, working with the Ministry of Finance has taken this matter seriously. He further stated that his office will constitute a team that will study and review the submission made by ZIPS and will officially respond to the Institute in writing.
5. AUDITOR GENERAL’S REPORT
The Accountant General has observed that more than 90% of queries in the auditor’s report were attributable to procurement.
In responding to the concern, the ZIPS President stated that the Institute has taken deliberate steps to address this matter which include holding workshops and seminars held in Chapters. The President observed that some of the personnel employed in stores departments in government ministries were not qualified and not members of the Institute hence the increase in audit queries.
Mr Mwelwa said that ZIPS has recommended to government the need to have a procurement operations manual which must be generated with auditor’s requirements so that Procurement professionals are aware of what the auditors were looking for. He further stated that ZIPS has written to Auditor General’s office so that disciplinary proceedings can be instituted against erring members of ZIPS.
The Accountant General has said that his office will engage the Institute on queries from the Auditor General’s Report in order to obtain ZIPS’ recommendations. He further mentioned that Government appreciates ZIPS input in the ZPPA Act and further stated that the submission by the Institute has been incorporated in the Act.
6.0 ZIPS REGULATIONS
The Accountant General Informed the ZIPS delegation that the regulations are with the ministry of Justice and that his office was doing everything possible to have them finalized.
Conclusion
The Accountant General was elated with the strides and development ZIPS was undertaking to ensure that the profession continued to carry out its mandate and function. He further encouraged the Institute to continue being proactive so as to ensure that Procurement personnel continues to uphold ethical standards and those who are frustrating governments' efforts should be put on the bench.
Mr. Kenneth Musonda has pledged government support to ZIPS as the Institute carries out its mandate.
The ZIPS president reminded the Accountant General austerity measures cannot be achieved if the procurement function is not brought on board because procurement officers are the ones who commit to spending.
Issued by ZIPS Secretariat
5th February 2020
Learn. Serve. Prosper
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March 23,
2020 5122 5122
ZIPS CELEBRATES ITS CORPORATE SOCIAL RESPONSIBILITY DAY
The Zambia Institute of Purchasing and Supply (ZIPS) carried out corporate social responsibility activities at the University Teaching Hospital on Friday 31st January 2020. ZIPS strongly believes in giving back to the community in which it serves.
The Institute visited Zambia’s largest referral hospital - University Teaching Hospital and made a donation of various items to the Casualty and Accident Wing. The visit was not just about the donation but also saw ZIPS Council Members, ZIPS Members, ZPPA representative and Secretariat clean the ward.
The Chief Nursing Officer at the Adult Hospital who spoke on behalf of Management, welcomed ZIPS members to the Casualty and Accident Wing. He stated that the Ward is sometimes challenged for lack of cleaning resources. He stated that Management was grateful to ZIPS because the visit and the donation were timely. He further stated that the donation would help make UTH a relevant place of healing, comfort and hope for the patients as well as improve quality health care delivery to the patients.
Speaking at the same event, ZIPS President Mr Chibwe D Mwelwa reminded the audience that the reason the ZIPS Act was enacted was to ensure that the procurement process is sanitized and regulated. Its main function is to ensure that the procurement process is properly managed so as to maximise the benefits to be realized. The President highlighted the importance of the Procurement function in the development of a nation.
The ZIPS president thanked the Supply Chain professionals across Zambia for their contribution to the country. He stated that although the individuals were unsung heroes, their contribution and input could not be left unnoticed. Mr Mwelwa stated that for any organisation to maximise its profit and reach its objectives there was need for a properly managed procurement process.
The President noted the achievements that UTH had continued to score over the years through saving lives and mentioned the kidney transplant that UTH recently conducted as a case in point. He thanked Management for working hard in ensuring that lives were saved. He also reminded them that for them to effectively work they needed equipment and medical supplies which were procured by Supply Chain Personnel hence the need to collaborate.
Mr Mwelwa said that ZIPS was considering adopting a ward on a long term basis as a way for ZIPS to give back to the community as part of its social corporate responsibility.
Speaking at the same event, the Director General of Zambia Public Procurement Authority, Mr Christopher Chichoni who was also the guest of honor thanked ZIPS for a very important initiative which was aimed at making positive contributions to the quality of life of the community in which we live and work.
He noted that ZIPS was extremely active in promoting the values of corporate social responsibility emanating from its shared commitment to the priorities of smart, sustainable and inclusive growth.
Mr Chichoni stated that ZIPS had realized the importance of setting up a corporate social responsibility policy because of the impact this has on society. He further stated that it was believed that CSR was no longer defined by how much money an institution contributes to a noble cause, but by its overall involvement in activities that improve the quality of people’s lives, in this case health.
Mr Chichoni noted that ZIPS had taken keen interest in several social issues which explain its’ growing interest in its’ CSR activities. The first such issue was to do with the concerns and expectations of citizens, consumers and public authorities as well as the impact of globalization and industrial change. The second issue was the increasing influence of social criteria on the investment decisions of individuals and institutions. The third issue was the growing concern over environmental degradation; on this one we are yet to see the institution actualize the green procurement concept.
The ZIPS Executive Director Mr Henry Chanda thanked management at UTH for allowing ZIPS to carry out its corporate social responsibility activities at UTH.
ZIPS provincial Chapters across the country will conduct similar activities.
Issued by ZIPS Secretariat
31st January 2020
March 23,
2020 5910 5910
ZIPS AND ZIHRM COLLABORATE
The ZIPS President Mr Chibwe D MWELWA, on 13th February, 2020 initiated and led the ZIPS delegation comprising of the ZIPS Council Member, Mrs Phedlia Mwaba, the Registrar Mr Henry Chanda and the Education and Membership Manager Mr Inambao Wakwinji in meeting The Council and Management of Zambia Institute Resources Management (ZIHRM). The meeting was fruitful and addressed the following issues:
1.0 ZIPS OBSERVATION - COMPLIANCE TO THE ZIPS ACT
The ZIPS President stated that Zambia as a country hinges on procurement and that the sustainability of Fiscal Consolidation of the economy is dependent on prudent procurement practices and so it was important for professional employed to undertake this important function to be qualified and regulated as provided for in the ZIPS Act No. 15 of 2003.
Mr. Mwelwa outlined the role of the courtesy call on ZIHRM and stated how important the Human Resources Function was in developing Zambia and how critical the acquisition of skilled manpower contributes to the development of the nation.
TMr Mwelwa stated that the enforcement of ZIPS Act was meant to ensure that only qualified personal in Procurement and stores were engaged to carry out the function of Supply Chain Management and that this has to be adhered to by the Human Resources Department
The following was discussed and agreed.
2. COLLABORATION OF ZIPS AND ZIHRM
In a bid seal the gaps identified ZIPS and ZIRM would define how they would help each other in the attainment of the Institution’s goals and objectives as they contribute to the National Development. ZIPS and ZIRHM were looking forward to a partnership through signing of a Memorandum of understanding.
The Memorandum of Understanding (MOU) to underpin this corporation.
a) The MOU would seek to ensure that only the right qualified people were employed to carry out the function of the Supply Chain. It was noted that when the right people are employed in the right offices in procurement and stores officers, this would translate into the value addition and development of our nation.
b)That the Human Resources department in all Institutions shall make sure that all adverts for procurement an stores jobs follow the provision of the ZIPS Act
c)To ensure that all interviews relating to Procurement and Stores in this nation are witnessed by the Zambia Institute of Purchasing and supply personnel to ensure that right people are employed
3 ZIHRM OBSERVATION
ZIHRM was pleased with the steps ZIPS had taken to foster development in the country. The ZIHRM President Mr. Mooka Silumbu spoke on behalf of the ZIHRM Council stated that The formation of ZIPS brought a lot of sanity in the Supply Chain Profession in Zambia. He cited the introduction of the Diploma in Purchasing and Supply as a step in the right direction and ZIHRM would emulate how they would also start offering training.
Mr Silumbu stated that ZIPS and ZIRHM needed to work together and to ensure that the two professions were recognized like it was with Finance ( ZICA)
Mr Silumbu said that ZIHRM concentrates on recruiting, managing and directing people professionally. He further stated that ZIHRM took full reasonability for employing professionals who were not qualified to undertake the Procurement function. Mr Silumbu mentioned that some of the reasons which contributed to Human Resources professionals recruiting unqualified personnel in the procurement positions was due to lack of unclear guidelines from professional bodies like ZIPS but hoped that the MOU would address some of these challenges.
4 TASKFORCE TO DRAW THE TOR FOR THE MOU
The two Institutions agreed to immediately form a working Task Force to put to paper the content of the MOU. The Task Force was immediately created and tasked to started work:
The MOU will cover some of the areas
I. Training and Workshops (CPDs)
II. Conferences
III. Introduction of joint inspections
IV. Sensitization and demand for professionalism
V. Supply Chain Qualification and ZIPS membership affiliation should be a must for any procurement position
VI. Ensure that ZIPS representative is present each time an interview is conducted
Issued by
ZIPS Secretariat
26th February 2020
March 23,
2020 4875 4875
HAPPY 2020 YOUTH DAY
I would like to wish you all a very Happy Youth Day which is being held under the theme, 'I take the lead'. What does this mean to you as our ZIPS Youth?
It cannot be overstated that the youth are the future not only of ZIPS, but also the nation. As we enter a new decade and the era of the Fourth Industrial Revolution, you need to own your future and if you have not already done carve your roadmap to attain of your position in life. The prevailing environment where the economy is challenged, jobs are hard to find and where they are found, experience is a requirement that disenfranchises, you may be depressing and seemingly hopeless.
I say to you STOP all such thoughts and be the person that changes the narrative. Embrace the theme and Take the lead to be the driver of your owner destiny.
Ask yourself what is your place in life, what is your purpose. The Bible says “Young man, I say to you, arise!” (Lk 7:14). Arise our ZIPS youth and own your destiny. This is the day that you say no to everything that has been holding you back and yes to the reawakening of the youth to take their rightful place. Restore your vitality, dream big, increase your enthusiasm, be available, assert u and make yourself relevant.
Despite these challenges I strongly believe, with knowledge, determination, passion and clear focus on what you want in life you need to use this day to identify the deliberate steps to realise your dreams. Utilise the available resources and network (especially ZIPS Family) to help you on this journey.
As ZIPS we recognise the Youth as the future and I would be failing in my duty as as ZIPS President to not have my doer and that of the entire open to you to engage with. Our commitment to you is that we will continue to provide opportunities for your to participate in the activities of the Institute, to look out for your welfare and to do by all means what we can to support you on your journey. We do not intend to leave anyone behind and be assured that you are not alone.
May God Richly bless each and every one of you.
Chibwe Mwelwa (Former Youth and Youth at Heart)
ZIPS President
March 12 2020
May 15,
2018 6924 6924
PROMULGATION OF CBU AND UNILUS DEGREE PROGRAMS
It gives me great pleasure to formally announce the promulgation of Procurement and Supply Degree Program of both Copper belt and Lusaka Universities.
In line with ZIPS Act, the ZIPS Council on Friday 4th May, 2018 formally approved the degree programs being offered by the material institutions. This mean, for the second time since 2003, when the ZIPS Act was enacted, ZIPS had only approved the CIPS as the qualification that would warrant someone to be conferred with full ZIPS membership after passing an exam approved by ZIPS Council.
What does this mean?
This means that ZIPS has now three qualifications that have been reviewed and approved by the ZIPS council namely: CIPS, CBU and UNILUS ( Undergraduate). However, the Act does say that one has to practice for 5 years before this application is ascended to.
In this regard, any one who has studied and passed examinations set buy CIPS, CBU and UNILUS can now apply for full membership as indicated above. Invariably, any one with these qualifications can now apply for full membership of the Institute.
Appreciation
The Institute would like to thank, most sincerely, the engaged ZIPS Council members, ZIPS EXCO and the Professional and Training Sub -Committee, Headed by Mr Njolomba, and ZIPS staff at the secretariat for their commitment and for being part of this mammoth achievement by the Institute.
Way Forward
Firstly, the Institute has commenced its review of other Degree qualifications domiciled in Zambia and once completed the same shall be communicated. Secondly, official communication shall be made to Government and other notable employers through ZFE. The same will be communicated through electronic and print media as well.
Yours in Service
Chibwe D. MWELWA
ZIPS President