Procurement Coordinator

International Training and Education Center for Health (I-TECH)

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The International Training and Education Center for Health (I-TECH) is a center in the University of Washington’s Department of Global Health that works in partnership with the University of California, San Francisco. I-TECH has projects in more than 20 countries, and its worldwide staff work with local ministries of health, universities, non-governmental organizations, medical facilities, and other partners to support efficient, well-ordered health care systems that provide high quality care to all citizens.  I-TECH Malawi provides technical assistance to the Malawi Ministry of Health and its partners to support human resource development, health systems strengthening, HIV care and treatment, and HIV surveillance for epidemic control.

I-TECH has been privileged to provide technical support to the Government of Malawi Ministry of Health (MoH), since 2008, through seconded senior Technical Assistants, Program Officers and Public Health Fellows.  The International Training and Education Center for Health (I-TECH) was established in 2002 at the University of Washington in Seattle.  I-TECH is funded by the U.S. Centers for Disease Control and Prevention’s Division of Global HIV and TB (CDC-DGHT) under the US President’s Emergency Plan for AIDS Relief (PEPFAR).

I-TECH Malawi wishes to recruit a highly qualified and experienced personnel for the following position.

PROCUREMENT COORDINATOR

Position Overview

Under the general supervision of the Snr Operations Manager, the Procurement Coordinator is responsible for managing procurement related activities and fleet management. The Procurement Coordinator assists with procurement planning, ensures correct completion of Purchase Request Forms, sources quotes, prepares bid analysis, provides updates on progress of procurement activities, ensures completeness of procurement documentation before processing payments to assure I-TECH Malawi’s Procurement practices meet applicable standards and requirements.  The Procurement Coordinator also supports logistics management in the absence of logistics staff.

Primary Responsibilities

  • Provide input during development of procurement plan; and ensure that major procurement requests are incorporated into the annual procurement plan.
  • Receive and record approved Purchase Request Forms (PRF).
  • Ensure that all necessary information concerning specifications, budget code, budget figures, justification for purchase and necessary authorizations are included on PRFs, with further information attached to the PRF.
  • Ensure that there is an updated list of suppliers and monitor performance.
  • Carry out procurement activities in line with I-TECH and Donor procurement policies and procedures.
  • Register each sealed and labeled bid as it arrives, stamp it with the date and time of arrival, and place it unopened in a bid box.
  • Assist with collection of quotations. Prepare and send out Requests for Quotes and enter quoted prices into a Bid Analysis Sheet (BAS); and share with Deputy Director
  • Follow up the approval and authorization of BAS.
  • Help to prepare Purchase Orders (PO).
  • Receive copy of GRN for all goods received.
  • Assist with clearance of imported goods, including communications to CDC on duty waivers.
  • Complete procurement checklist and follow up with Finance to ensure timely payments.
  • Continuously capture procurement information and prepare weekly procurement status reports using the prescribed format.
  • Ensure that all procurement documents are passed over to Finance Department for filing. Information Sharing and Reporting
  • Provide feedback to requesting Unit/person on urgent PRFs.
  • Inform the requesting Unit/person about receipt of goods purchased.
  • Provide daily status verbal report to on the progress of procurement priorities.

Fleet Management

  • Manage transport requests and transport allocations, in coordination with Head Driver.
  • Review vehicle log sheets.
  • Review fuel liquidations and fuel purchases.
  • Ensure vehicle inspections occur as planned.
  • In liaison with Head Driver, ensure up to date vehicle certifications (COF, Insurance) and timely vehicle servicing and maintenance, vehicle safety and security, fuel management reconciliations and reporting, and vehicle tracking.
  • Manage Head Driver to ensure timely submission of monthly vehicle performance reports.

Related Duties             

  • Ensure procurement support to all I-TECH Programs.
  • Monitor Vendor transaction updates.
  • Support management of inventory, physical assets, and disposal
  • Facilitate timely acquisition of insurance services for all I-TECH assets and office equipment Assist with logistics management in absence of logistics staff: preparing/reviewing budgets, making transport and accommodation arrangements, sharing necessary travel information with visitors coming to I-TECH Malawi.
  • Perform any other related duties as assigned by immediate supervisor.

Required Education, Training and Experience

  • University degree in Purchasing & Supplies Management, Logistics Management, Business Administration and/or Advanced purchasing qualification (CIPS).
  • Membership to the Malawi Institute of Procurement and Supply
  • Two years of progressively responsible professional work experience in procurement/logistics activities.
  • Demonstrated ability of working effectively.
  • Analytical, communication and interpersonal skills.
  • Good knowledge of computer management and applications.

Application Process

Applications with Curriculum Vitae (CV), three traceable referees and relevant copy certificates should be emailed to : hr@itech-malawi.org

Please note that applicants should clearly indicate the job they are applying for in the subject line of the application when sending the email.

Deadline for receiving applications is 08th September 2023. I-TECH Malawi, an equal opportunity employer, appreciates all applications. However, only shortlisted candidates will be acknowledged.

For more information about I-TECH, visit our website: http://www.go2itech.org/