The Associate Procurement will be a key member of the Finance & Operations (FO) department providing overall leadership of the procurement department while undertaking their mandate of strategic oversight, planning and overall management of the procurement unit. The position holder will be the country procurement lead and will manage and coordinate all procurement needs for the Malawi program(s).He/she will focus on delivering and optimizing current procurement needs ensuring that deliveries are made in the most cost-effective way, in a timely manner and that the lifetime cost of a product is minimized and supply chains are well-designed and cost-effective.
Duties & Responsibilities
Under the guidance and supervision of the Senior Associate, Operations, the Associate Procurement provides technical support in the management of a variety of processes in implementing procurement and contracting of commodities, materials, equipment and services in Malawi, ensuring high-quality and accuracy of work. He/she uses own discretion to address unforeseen situations, seeking advice from and/or reporting to the supervisor as applicable. The Associate Procurement liaises with heads of departments in order to ensure the best support. In performing his/her work, the Associate Procurement promotes a client, quality and results-oriented approach.
Support the management of in-country procurement services by:
- Ensuring the procurement policy is adhered to for all purchases at Evidence Action.
- Supervising the staff in the procurement department ensuring the department activities are conducted in accordance with the procurement policy and with utmost professionalism.
- Coordinating local procurements and managing the entire procurement cycle, including but not limited to sourcing for bids, analysis, issue of Purchase orders, receipt and expediting orders, inspection, verification of invoices and processing of payments.
- Implementing an annual planning process to streamline repetitive procurement of goods and services to increase competitive tendering and internal processes.
- Preparing country procurement status reports to reconcile with the procurement plan and report on any deviation.
- Leading in the annual supplier prequalification process ensuring that the process is conducted professionally and in a timely manner and all documentations needed for the process are updated and supplier records properly filled in an organized and efficient manner.
- Ensure a centralized and up to date supplier database containing key supplier information is in place.
- Organizing and maintaining the box filling system for Malawi procurement.
- Ensuring accurate and timely payment of supplier invoices and update of the payment tracker
- Provide monthly procurement reports to the Senior Associate, Operations and Manager, Procurement ESA region on procurement KPI’s against internal user targets to ensure alignment.
Bidding and Tendering Process
- Taking the lead in the bidding and tendering processes, focusing on achievement of the following results:
- Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required.
- Together with the requesting department support review and evaluation of bids or proposals received and preparation of analysis for submission to the Procurement or Tender Committees.
- As a Secretary to the Procurement Committee, ensure scheduling of meetings to evaluate, analyze and review procurements.
- Supplier relationship management: Working closely with suppliers and end users to negotiate and review performance levels and identify remedial action for a reliable supply chain process.
- Contracts management: Review various contracts in consultation with the in-country lawyer and end users to ensure key requirements are incorporated to safeguard the organization interests against risk exposure.
- Ensure that the vendors are compliant with the Evidence Action policies and procedures put in place. E.g., CSI Checks, Statutory Requirements etc.
- Act as the focal person for communication with the vendors on behalf of Evidence Action.
- Build professional relationships with clearing and forwarding agents to streamline customs clearance and enhance timely clearance of shipments.
- Obtaining the requisite importation documents such as import permits, import declaration forms (IDFs) etc., and coordinating the flow of documentation.
- Processing of duty waivers on consignments
- Procurement plan in place
- CSI reports in place
- Monthly procurement reports submitted to Senior Associate, Operations
- Supplier contracts are in place and updated
- Periodic procurement status updates submitted to the program teams
- Timely payment of supplier invoices
Qualifications & skills
- Bachelor’s degree in Procurement or Supply chain management or Business Administration
- CIPS qualification will be an added advantage,
- At least 3-4 years’ experience having supported in a similar position in an organization with operations similar to Evidence Action.
- Excellent knowledge of the local regulatory environment, including knowledge of customs clearance and importing processes.
- Knowledge and a strong understanding of the Public Procurement and Disposal Act of Malawi.
- MUST be Proficient in Microsoft Office programs
- Excellent organizational and time management skills;
- Strong oral and written communication skills with attention to detail.
- MUST be a member of Malawi Institute of Procurement and Supply (MIPS)
The position will be based at our Blantyre Field Office and will work closely with the in-country Finance & Operations function team and supervising 1 Procurement Officer.
Closing date for receiving applications will be on Friday 9th February 2024 by 5pm but shortlisting will be done on rolling basis. Only shortlisted candidates will be contacted.