Investigating the Factors affecting Procurement Efficiency in Public Schools: A Case Study of Lusaka District Schools

Abstract

Procurement efficiency is a cornerstone of effective public sector administration, particularly within the education sector where the timely, cost-effective, and transparent acquisition of goods and services directly affects the quality of teaching and learning. This study, titled “Investigating the Factors Affecting Procurement Efficiency in Public Schools: A Case Study of Lusaka District Schools,” examined the key determinants of procurement efficiency in 20 selected public schools within Lusaka District. A descriptive case study design using a mixed-method approach was adopted. Data were collected through structured questionnaires and analyzed using both quantitative and qualitative techniques, with quantitative data processed using the Statistical Package for Social Sciences (SPSS) version 20. The findings revealed that procurement planning, staff competency, and ethical conduct are the major factors influencing procurement efficiency in public schools. Most respondents agreed that effective procurement planning-including needs assessment and budget alignment enhances timeliness and minimizes delays in acquiring goods and services. Additionally, staff competency emerged as a crucial determinant of efficiency, with 65% of respondents confirming that personnel possess adequate skills, though gaps remain due to limited training opportunities. Ethical conduct was also found to significantly enhance efficiency, as adherence to transparency, fairness, and accountability builds trust and reduces corruption. However, the study identified several challenges hindering procurement efficiency, including inadequate funding, corruption, weak record-keeping, bureaucratic delays, and insufficient staff training. To address these issues, respondents recommended the adoption of e-procurement systems, improved budget allocation, regular capacity-building programs, and strengthened ethical oversight. The study concludes that enhancing planning, improving staff competency, and enforcing ethical standards are essential for achieving efficient procurement systems in public schools. Future studies are encouraged to include a larger sample size across multiple districts to allow comparative analysis and generalization of findings. Keywords: Procurement Efficiency, Public Schools, Procurement Planning, Staff Competency, Ethical Conduct, Lusaka District, Public Sector, E-Procurement.