September 27,
2023 1552 1552 
INTRODUCTION
Welcome to this second issue of the ZIPS 2023 Elections Bulletin.
In this second issue of the ZIPS 2023 Elections Bulletin, the following issues have been covered;
- Call for Nominations;
- Amendment to the 2021 Elections Manual;
- Admission of Affiliate Members into Associates;
- Opening of Elections Platforms;
- Feedback on the questions raised in the first bulletin; and
- Important dates.
1. CALL FOR NOMINATIONS
We wish to inform the Members that the Call for Nominations opened on 18th September 2023 and all eligible members are encouraged to apply.
Click here to access the Call for Nominations
2. ELECTIONS RULES
The Extraordinary Council Meeting of 14th September 2023 approved the changing of the title of the 2021 Elections Manual to Elections Rules and the subsequent amendments were approved.
The key amendments are as follows:
· Included the Composition of The Elections Committee;
· Clearly define the period in which Council tenure ends
· Composition of Council and tenure aligned as per the ZIPS Act;
· Under footnote for good standing the ZIPS Code of Ethics replaces the ZPPA and CIPS Codes of Conduct;
· Revised nomination fees;
· Merged Council Member Nominee Biography and the Campaign Form into one;
· Introduced Integrity and Probity Form;
· Extended the number of days for nomination evaluation to allow for appeals process;
· Included provisions for dealing with vacancies without valid nominations;
· Supplementary guidelines on campaigns have been incorporated.
· Introduced campaign guidelines during the National Conference and the AGM;
· Introduced an Election Petition process; and
· Introduced the Adhoc Appeals Committee to hear Election Appeals.
3. ADMISSION OF AFFILIATE MEMBERS INTO ASSOCIATE CATEGORY
Members will be aware of the erroneous transposition of the definitions of Affiliate and Associate in the ZIPS Act (Sections 14 and 15) that has resulted in bonafide members (Affiliates) not to participate in the elections (Section 19 (2)).
It was envisaged that the new Act would have been enacted, but this has not happened. Various options were explored and based on a legal opinion as per extract below, the most suitable one was to admit all Affiliates as Associate members as a stop gap measure.
“The Institute may consider admitting all the Affiliates into the next category of membership and according to the hierarch of membership the next category of membership is the Associate category of membership. Once all the current Affiliates members of the Institute are admitted as Associates members, then they shall have the right to vote at the coming elective Annual General Meeting”.
The Full Council Meeting of 14th September 2023 approved the admission of Affiliates to Associate Members.
4. OPENING OF ELECTIONS PLATFORMS
The following platforms are now available, and members are encouraged to join
The purpose of these platforms is:
i. A one stop place for all communications and issues around the elections
ii. To allow successful candidates push their approved campaign messages on a level playing field
iii. Allow voters have access to all campaign information.
The platforms will be governed by the Campaign Rules and any member found breaching the rules will be removed from the group and the necessary actions as prescribed in the Elections Rules will be enforced.
For WhatsApp click here to join
For Telegram click here to join
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The first virtual briefing was held on 18th September 2023.
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The modalities will be provided by Secretariat.
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5. FEEDBACK ON THE QUESTIONS RAISED IN THE FIRST BULLETIN
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SN
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Question
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Response
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1
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Last time we had the Electoral Commission of Zambia (ECZ) conducting the elections, will it be the same even this year?
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We will have an independent Elections Management Body. A tender is in progress and the successful body will be announced in due course.
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2
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Please also highlight on Voter's eligibility
Who qualifies to vote in 2023:
a. Student;
b. Affiliate;
c. Associate;
d. Member;
e. Fellow; or, and
f. Honorary Fellow
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The ZIPS Act No 15 of 2003 Section 19 (c) provides for who is NOT eligible to vote and reads inter alia "An Affiliate and a Student Member may receive all notices of and attend annual general meetings of the Institute and may all other privileges of membership but shall not have any right to vote at the annual general meeting."
Further the details of the eligible voters are contained in the Elections Rules.
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6. IMPORTANT DATES
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S.N
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ACTITIVY
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DATE(S)
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1
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Call for nominations – 45 days before the Annual General Meeting
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Monday, 18th September, 2023
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2
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Verification of voter’s register
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Monday, 18th September to Thursday, 28th October 2023
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3
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Opening for submissions of nominations
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Monday, 18th September, 2023
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4
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Closure of submission of nominations
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Wednesday, 4th October, 2023
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5
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Publication of names of successful candidates
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Saturday, 15th October, 2023
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6
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Opening of campaigns
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Saturday, 15th October, 2023
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7
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Closure of campaigns
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Monday, 30th October, 2023
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8
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Publication of Final Voters Register (without proxies)
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Saturday 29th October, 2023
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9
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Elections Day
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Friday, 3rd November, 2023
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10
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Announcement of Results
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Friday, 3rd November, 2023
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Original issued and signed by
Elections Committee Secretary
September 27,
2023 1233 1233
Further to the Notice of the Annual General Meeting (AGM) dated 28th July, 2023 and in accordance with Part III of ZIPS Act Number 3 of 2003 and the Schedule Section 5 (2), the Zambia Institute of Purchasing and Supply (ZIPS) Elections Committee, which has been appointed to oversee the elections, now hereby requests nominations from qualified individuals to fill the following Council positions for the 2023-2025 term:
(a) The President
(b) The Vice President
(c) The Secretary
(d) The Treasurer
(e) The Vice Secretary
Who is eligible to stand?
- Fellows (FZIPS) or Full Members (MZIPS) in good standing; and
- Fully paid up.
- Supported by four (4) members who are either FZIPS or MZIPS in good standing who are fully paid up members.
Nominations Submission:
- The Nomination pack can be obtained from the Secretariat or downloaded from the ZIPS website www.zips.org.zm/downloads or click here.
- A duly completed nomination form must be accompanied by:
o Completed bio template
o Curriculum Vitae
o Completed Integrity and Probity Form
o All candidates must show proof of having paid the nomination fee for the position to be contested
o Proof of payment for the nomination position applied for.
- Applications can be submitted at the Secretariat addressed to the Registrar or sent by email to the Registrar on email zipszam@zipszambia.org Subject heading for email must be in format: Nomination for [insert position] – [insert name].
- All applications shall be accompanied by the applicable nomination fee as follows:
a. President - K3,000.00
b. Vice President - K2,500.00
c. Treasurer - K1,500.00
d. Secretary - K1,500.00
e. Vice Secretary - K1,300.00
- The duly completed nomination paper shall be lodged with the Secretariat by Wednesday 4th October, 2023 at 17 Hours. No late submissions will be accepted.
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S.N
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KEY EVENTS
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DATES
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1
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Call for nominations
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18th September, 2023
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2
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Verification of voter’s register
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18th September to 28th October, 2023
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3
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Opening for submissions of nominations
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18th September, 2023
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4
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Close for submission of nominations
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4th October, 2023
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5
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Publication of names of successful candidates
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15th October, 2023
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6
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Opening of campaigns
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15th October, 2023
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7
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Close of campaigns
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2nd November, 2023
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Issued by Elections Committee
18th September, 2023
September 27,
2023 2438 2438
INTRODUCTION
Welcome to the first issue of the ZIPS 2023 Elections Bulletin.
The Elections Bulletin will be issued on a regular basis for the purpose of informing communicating with the membership during the elections process.
As the 2023 Annual General Meeting (AGM) is elective, the Zambia Institute of Purchasing and Supply (ZIPS) has been preparing for the elections and is now in the position to update the membership on the progress.
In this first issue of the ZIPS 2023 Elections Bulletin, the following are covered :
• the composition of the Elections Committee;
• Key dates in the election process (Timelines);
• Eligibility;
• Nomination requirements;
• Nomination Fees; and
• Campaign Guidelines.
COMPOSITION OF THE ELECTIONS COMMITTEE
According to Section 5 (1) of the ZIPS Act No. 15 of 2003, the council may for the purpose of performing its function under this act appoint committees and delegate to the committee any of its functions. Subsection (2), the Act states subject to the provisions of this Act and to any general or specific directions of the council, the committee appointed under subparagraph (1) may regulate their own procedure.
Arising from the aforementioned provisions, the Election Committee appointed by the Council is as follows:
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Mr. Teddy D. Mulonga
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Chairman
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Mr. Maurice Nyambe
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Member (Transparency International Zambia)
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Mr. Kawang’u H. Saviye
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Member
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Mr. Mwawi Phiri
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Member
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Mr. Lawrence M. Sambwa
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Member
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Ms. Dina Phiri
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Member
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Ms. Beenzu Chiimbwe -Simfukwe Secretary
One (1) member of the Female Fellows is yet to be appointed and an update on the appointment will be provided in due course.
KEY DATES IN THE ELECTION PROCESS (TIMELINES)
These dates are tentative and are subject to change and final confirmation
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S.N
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ACTITIVY
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DATE(S)
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1
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Call for nominations – 45 days before the Annual General Meeting
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Monday, 18th September, 2023
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2
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Verification of voter’s register
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Monday, 18th September to Thursday, 28th October,2023
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3
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Opening for submissions of nominations
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Monday, 18th September, 2023
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4
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Closure of submission of nominations
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Wednesday, 4th October, 2023
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5
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Publication of names of successful candidates
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Saturday, 15th October, 2023
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6
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Opening of campaigns
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Saturday, 15th October, 2023
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7
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Closure of campaigns
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Monday, 30th October, 2023
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8
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Publication of Final Voters Register
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Saturday 29th October, 2023
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9
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Elections Day
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Friday, 3rd November, 2023
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10
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Announcement of Results
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Friday, 3rd November, 2023
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ELIGIBILITY
The following are eligible to apply for nomination to stand for a Council position
a) Fellows (FZIPS) or Full Members (MZIPS) in good standing;
b) Fully paid-up; and
c) supported by four (4) members who are either FZIPS or MZIPS in good standing and fully paid up.
NOMINATION REQUIREMENTS
a) Nomination for Council Position (Form I);
b) Council Member Nominee Biography and Campaign Form (Form II);
c) Integrity Form (Form III);
d) Curriculum Vitae (CV);
e) Payment of Nomination Fee as per Item No 5 below; and
NB: A background and integrity check will also be undertaken.
NOMINATION FEES
All nominees will be required to pay a non-refundable Nomination Fee as follows:
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S.N
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POSITION
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NOMINATION FEE
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1
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President
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ZMW3,000.00
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2
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Vice President
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ZMW2,500.00
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3
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Secretary
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ZMW1,500.00
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4
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Treasurer
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ZMW1,500.00
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5
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Vice Secretary
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ZMW1,300.00
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CAMPAIGN GUIDELINES
Aspiring candidates will be able to campaign via the following platforms:
a) Website & Email managed by the Secretariat - aspiring candidates will share campaign material which will be posted or sent out by
Secretariat;
b) Dedicated Social Media Channels – two dedicated social media channels will be created - one WhatsApp and one Telegram;
c) Virtual Debates – one virtual debate session per position; and
d) A Townhall session per position at the end of each day at the Annual Conference
NB: Aspiring candidates and their supporters are therefore encouraged to use the official authorised platforms only for campaigns.
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Original issued and signed by
Secretary