Operations, Contracts & Procurement Officer

GROWTH POLES PROJECT VACANCY ANNOUNCEMENT

Operations, Contracts & Procurement Officer

Duty Station: Lilongwe, Malawi

Department: Sub-Awards, Contracts & Procurement

Reporting to: Manager, Subawards, Contracts & Procurement

Hours of Work: 40 per week

Anticipated Grade: Tech Specialist 1

Company Overview:

About Palladium – Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value.  We work with governments, businesses, and investors to solve the world’s most pressing challenges. With a global team and network of experts, we help improve economies, societies and, most importantly, people’s lives.

Project Overview:

The Ireland-funded Malawi Growth Poles Project is a five-year project that will accelerate environmentally, socially, and economically sustainable, resilient, and more inclusive wealth generation in Malawi by mobilizing rural based private sector investments and partnerships with anchor firms and their surrounding communities, smallholder organizations, cooperatives, and micro, small, and medium enterprises (MSME) in a growth pole approach, with a youth and gender lens. In short, the Growth Poles Project is a partnership with private sector to drive resilient prosperity that will improve food security, incomes, jobs, and exports in Malawi.

Job Description:

Objectives: The Operations, Contracts & Procurement Officer plays a central role in ensuring the smooth execution of operational, contractual, and procurement functions of the Growth Poles Project. The Officer will support day-to-day administrative tasks, facilitate procurement of goods and services, and provide critical support in the management of sub-awards, contracts and procurement. Working closely with the Sub-Awards, Contracts & Procurement Manager, the Officer will contribute to the entire award lifecycle – supporting solicitation, evaluation, award processing, implementation tracking, and closeout. The role also includes coordination of logistics, event management, office maintenance, with the goal of ensuring timely, compliant, and efficient internal operations.

Success in this role is measured by the timely, compliant, and efficient internal operations and award cycle.

Primary Duties and Responsibilities:

Administrative Support:

• Assist in the orientation of new staff, interns, and consultants by providing them with the necessary documents and materials.
• Assist in the updating employee leave tracker.
• In conjunction with the Finance & IT Team, update inventory records in the master inventory and issue and distribute property in accordance with policy and procedure.
• Maintain and update the office supplies records and ensure the supplies are replenished timely.
• In conjunction with the Driver & Operations Assistant, handle all routine office maintenance work such as leakages, electrical faults, and office equipment malfunctions and servicing.
• Overseeing the work of the office cleaner(s), gardeners and guards where these are available.
• Travel, workshops and events management.
• Arrange and book accommodation for staff conducting field trips.
• Organizes regular team meetings and conference calls/video-conferences, including the preparation and distribution of documents and supplies.
• Assist the program team in providing administrative support during training/workshops organized by Growth Poles.
• In conjunction with the Driver & Operations Assistant, assist with coordination of all transport arrangements for the team; assist with monitoring of the drivers’ schedule, and review motor vehicle log sheet and monthly summary and advise any deviations being observed.

Contracts:

• Compliance Checks: Assist the Sub-Awards, Contracts, and Procurement Manager in performing compliance checks on grantee applications, which includes supporting tasks like cost analyses, drafting selection memos, completing pre-award risk assessments, and other related responsibilities.
• Training Support: Provide logistical and administrative support to the Sub-Awards, Contracts, and Procurement Manager in designing and conducting training sessions for sub-awardees and internal Growth Poles technical and operations staff as needed.
• Record Keeping: Assist the Sub-Awards, Contracts, and Procurement Manager in maintaining accurate, up-to-date records for sub-awards, grants, and contracts to ensure compliance and ease of reference.
• Meeting Coordination: Schedule, organize, take notes, and distribute minutes for regular grant and subcontract meetings with both internal teams and external grantees.
• Document Preparation: Draft grant and contract related program documents to support ongoing grant administration and compliance needs for the Sub-Awards, Contracts, and Procurement Manager.
• Grant Application Review Support: Participate in the grant application review process by assisting in the review of technical concept notes and budgets to ensure compliance and reasonableness

Procurement and Operations:

• Assist the Sub-Awards, Contracts, and Procurement Manager in generating draft procurement requisition, evaluation matrix and compiles procurement documentation and purchase orders.
• Obtaining quotations and performing projects micro purchases as requested.
• Review draft procurement contracts before they are submitted for signing.
• Assist in procurement processes by ensuring contract terms align with project procurement policies.
• Tendering/Solicitation: Assist the Sub-Awards, Contracts, and Procurement Manager in reviewing and issuing Requests for Quotations (RFQs), Requests for Proposals (RFPs), and Invitations to Bid (ITBs).
• Procurement execution and monitoring – ensure timely and cost-effective procurement of goods and services.
• Collaborate with project leadership to streamline internal operations.
• Participate in strategic planning to align procurement and administrative processes with project goals.

Qualifications and Experience

• Minimum of a bachelor’s degree in a relevant field.
• At least 5 years of related experience preferred, particularly in roles that involve supporting complex workflows and ensuring compliance with donor and organizational policies.
• Understanding of subaward mechanisms within donor-funded programs; familiarity with Ireland rules and regulations is a plus.
• Experience in operations/administrative support, including procurement desired. Professional certification in procurement/contracts (e.g., CIPS, CPSM, CSCP, or equivalent), is a plus.
• Strong problem-solving skills with experience identifying and suggesting solutions to challenges as they arise.
• Proficiency in Microsoft Excel, especially for budget tracking and data entry, with an understanding of basic budget development and review.
• Demonstrated eye for detail, with the ability to support budget management processes accurately.
• Excellent interpersonal skills needed to work effectively with technical project staff and Growth Poles partners, including the ability to collaborate and communicate clearly.
• Ability to work efficiently under pressure and manage multiple deadlines with limited guidance, while maintaining high standards in quality of work.
• Proven experience in taking on growth opportunities, demonstrating adaptability and willingness to expand responsibilities.
• Strong written and verbal communication skills are essential for preparing reports, drafting documents, and presenting information in various formats to diverse audiences.
• Ability to work in Malawi

How to apply:

Interested applicants must send their Curriculum Vitae with cover letter and copies of certificates indicating position being applied for in the subject matter to HRGPMW@thepalladiumgroup.com   with a copy to Yvonne.Kalongonda@thepalladiumgroup.com by 17:00hrs on Friday 20^th June 2025.