Procurement Officer

VACANCY PROCUREMENT OFFICER – MAJETE

African Parks (AP) is a not-for-profit organization that secures a mandate to conserve through Public Private Partnerships with Governments and communities for the rehabilitation and long-term management of protected areas in Africa, and here in Malawi, AP has secured this mandate for the management of Majete Wildlife Reserve, Liwonde National Park and Nkhotakota Wildlife Reserve.

An opportunity has arisen for the post of Procurement Officer tenable at Majete Wildlife Reserve in Chikwawa

The Procurement Officer will directly report to the Finance Manager but also work closely with other departments as required. Based at Finance Department the Procurement Officer will oversee the management of all procurement issues within the Majete Wildlife Reserve

DUTIES & RESPONSIBILITIES INCLUDE (but not limited to):

A. PROCUREMENT PLANNING & WORKFLOW MANAGEMENT

1. Requisition Management

• Receive and validate all Purchase Requisitions (PRs) from departments.
• Verify availability of budget lines with the Finance Manager before progressing.
• Ensure PRs are correctly coded (project codes, donor codes, cost centres).
• Reject or retum incomplete/incorrect PRs for correction.
• Maintain a PR register and track all requests from submission to closure.

2. Sourcing & Competitive Bidding

• Prepare and issue Requests for Quotations (RFOs) according to thresholds in the AP Procurement SOP.
• Ensure minimum quotation requirements are met (3 quotes depending on thresholds).
• Conduct market research and price benchmarking for major items.
• Arrange technical evaluations with relevant departments for specialized items (vehicles, radios, IT, maintenance, etc.).

3. Evaluation & Approval Processes

• Compile quotation analysis sheets and justify vendor selection based on price, quality, reliability, lead time, and compliance.
• Submit recommendations for approval to: Finance Manager, Park Manager and Regional Operations Manager and Head Office in South Africa (where approval thresholds require).
• Ensure segregation of duties is upheld (no individual may request, approve, procure, and receive goods alone).

4. Purchase Orders & Contracting

• Prepare Purchase Orders (POs) for all approved procurements.
• Ensure all POs are sequentially numbered and filed.
• Issue POs to suppliers and obtain written acceptance.
• Draft supplier service contracts where needed, ensuring AP templates and legal clauses are used (delivery timelines, penalties, warranty clauses, etc.).

B. VENDOR MANAGEMENT & DUE DILIGENCE

1. Supplier Database Oversight

• Maintain and update the Approved Supplier List for Majete annually.
• Conduct new supplier onboarding, including due diligence and conflict-of-interest checks.
• Maintain supplier files with statutory documents: Business registration, Tax clearance, Bank details, References and Past performance evaluations.

2. Supplier Performance Monitoring

• Track supplier delivery times, quality, contract adherence, and after-sales support.
• Report poor performance and recommend blacklisting where necessary with PM/FM approval.
• Conduct annual supplier performance reviews.

3. Negotiations & Cost Efficiency

• Negotiate pricing, delivery terms, contract clauses, and bulk discounts.
• Regularly benchmark high-volume items (fuel, vehicle parts, solar equipment, food supplies, construction materials).

C. SYSTEMS MANAGEMENT (MYSTOCK & AUDIT TRAILS)

1. MyStock Administration

• Create procurement entries in MyStock for every PR, PO, and GRN.
• Ensure items are categorized correctly into inventory, consumables, or assets.
• Liaise with the Storekeeper to reconcile deliveries with MyStock records.
• Ensure all stock movements (issues, retums, adjustments) reflect accurately in the system.
• Ensure the Electronic Invoicing System (EIS) with MRA is updated

2. Audit & Compliance Management

• Maintain complete procurement documentation (PR, RFQ, QA, PO, Contract, GRN, Invoice and Payment).
• Ensure procurement files are complete, sequential, and audit-ready at all times.
• Prepare monthly procurement compliance reports for the Finance Manager.
• Assist with internal audits, CCI, donor audits, and Head Office spot checks.

D. DELIVERY & RECEIPTING CONTROL

1. Coordination with Storekeeper

• Ensure all goods received match the PO specifications (quantity, quality, brand, model).
• Verify delivery notes and support preparation of Goods Received Notes (GRNS).
• Report discrepancies, shortages, or defective products immediately.
• Oversee the retum process for damaged or incorrect goods.

2. Asset Registration

• Ensure assets are tagged and registered in MyStock with correct depreciation codes.
• Ensure donor-funded assets are flagged and recorded according to donor visibility requirements.

E. DONOR COMPLIANCE

• Maintain procurement files fully compliant with donor-specific rules: USAID/INL procurement clauses, EU procurement thresholds, WWF procurement compliance, UNFPA/UNOPS formats (if applicable)
• Ensure high-value procurements follow donor visibility, declaration, and approvals where required and
• Maintain donor-specific procurement trackers.

F. FINANCIAL INTEGRITY & ANTI-CORRUPTION

• Always Uphold African Parks’ Anti-Corruption Policy.
• Declare conflicts of interest annually and when specific procurements require.
• Prevent fraud, collusion, kickbacks, or unauthorized purchasing
• Immediately report irregularities to the Finance Manager and Park Manager:
• Maintain high confidentiality around sensitive vendor and pricing information.

G. RELATIONSHIP MANAGEMENT & INTERNAL SUPPORT

1. Coordination with PMU Departments

• Hold weekly procurement meetings with department heads (or attend Park Management Unit meeting as required).
• Forecast procurement needs with each department to avoid emergencies.
• Provide procurement training and SOP orientation to staff.

2. Communication & Reporting

• Submit weekly procurement status updates to the PM and FM.
• Provide urgent procurement support during operational emergencies (vehicle breakdowns, ranger deployments, etc.).
• Maintain a procurement dashboard for PMU updates

3. MINIMUM QUALIFICATIONS

• Bachelor’s degree in Procurement, Supply Chain, Accounting, Business Administration, or related field.
• Professional certification (CIPS, CILT) an advantage.
• Minimum 3-5 years’ experience in procurement (NGO or donor-funded environment preferred).
• Strong command of procurement SOPs, Malawi statutory requirements, and donor rules.
• Experience with ERP/stock systems (MyStock, Serenic, SAGE, Navision, SAP).
• High integrity and proven record of transparent conduct.

4. REQUIRED COMPETENCIES

Technical Competencies

• Procurement regulations & SOPs, Vendor vetting & contract management, Budget coding & cost allocation, Stock management systems and Tender processes & bid evaluations

Behavioural Competencies

• Integrity and ethical conduct, Strong negotiation skills, High attention to detail, Ability to work under pressure, Strong communication across departments and Ability to handle confidential information

5. KEY PERFORMANCE INDICATORS (KPls)

100% compliance with Procurement SOPs, 100% complete audit-ready procurement files, 95% on-time procurement completion rate, Cost savings achieved through competitive sourcing, zero audit findings due to procurement errors, Up-to-date MyStock accuracy (inventory/asset alignment) and Effective supplier performance management

Special Conditions

African Parks is an equal opportunity Employer.

Applicants should submit their CVs with a covering letter clearly stating how their skills and experience meet the requirements of the position. At least three traceable referees should be induded, but copies of certificates are not required at this stage. Applications should be emailed to recruitMalawl@africanparks.org by 16h00, 25th of November 2025. Only short-listed candidates will be acknowledged.

Should you not hear back from us within 2 weeks after dosing date, please take it that your application was unsuccessful