Procurement Officer

ORGANIZATIONAL PROFILE:
Partners in Health (PIH) is a non-profit organization based in Boston, Massachusetts, USA, whose mission is to provide a preferential option for the poor in health care. Through service delivery, training, advocacy and research, PIH works globally to bring the benefits of modern science to those most in need and to serve as an antidote to despair. PIH has programs in Haiti, Peru, Mexico, Russia, Rwanda, Lesotho, Malawi, Sierra Leone, Liberia, Kazakhstan and Boston.

PIH began working in Malawi in 2007, where today we support the Ministry of Health (MOH) to serve a catchment area of 165,000 through 12 health centers and two hospitals in partnership with our sister organizations. Abwenzi Pa ZaUmoyo (APZU) has its headquarters in Neno District with operations across the country

Position : Procurement Officer
Reports to : Operations Manager
Commitment : Full Time (Monday-Friday)
Working Hours : Regular Office Hours (40-45Hrs/Week)
Location : Neno District, Malawi

Position Summary
Procurement Officer is a key position to the success and delivery of quality programs. PIH Malawi deems Procurement as one of those systems and functions necessary to ensure effective implementation of programs.

The Procurement Officer will work closely with the Operations Manager, Pharmacy Supply Chain Manager and Program Managers and will be responsible for supporting with all procurement activities. The Officer will oversee efficient planning, organizing and control for all activities related to procurement of consumables, equipment and specific services at PIH/APZU.

Responsibilities and Duties:

• Review purchase orders to ensure that they are complete, accurate and conform to company policies and procedures.
• Undertake procurements according to the procurement policy and procedures of the organisation and/or donor, following the correct authorization process, in compliance with ethical practices and adhering to all the relevant laws and regulations.
• Support the development and implementation of annual procurement plans.
• Monitor contractor performance to ensure that contractual obligations are being met.
• Analyze departments/programs’ procurement needs and/or past consumption patterns to establish a procurement strategy that minimizes stock outs across all departments and programs.
• Ensure that suppliers meet quality and regulatory requirements along with expiry date requirements.
• Decide on the best and economical sourcing method while considering delivery time and impact on program implementation.
• Undertake bid/quotation evaluation process and vendor selection for items and services as required by the procurement policy and all other relevant procurement regulations and best practices.
• Work closely with PIH’s international shipping team to timely obtain purchase approvals and all relevant shipping documents/information to accurately process duty waivers in advance of incoming shipments to avoid reception delays and demurrages.
• Undertake pre-qualification process and annual review of the suppliers’ database.
• Provide support and respond to suppliers’ and internal customers’ inquiries and queries.
• Track the local procurement orders and keep team leaders informed on the status of their orders.
• In the absence of Procurement Manager, arrange IPC meeting and as its secretary, prepare the agenda for the meeting, write minutes and send them to all the members.
• Manage staff performance of subordinates through establishment of measurable objectives and fair and unbiased performance systems, handling unsatisfactory performance with appropriate performance improvement plans and coaching, mentoring and other developmental opportunities.
• Prepare and manage contracts with suppliers, assessing suppliers’ performance and advice management if necessary.
• Work closely with both programs and the finance teams to ensure that adequate documentation (purpose for purchase, quotations, purchase orders, delivery notes, and invoices) are submitted for each purchase and are well filed for long term records.
•  Perform additional tasks at the request of the Operations Manager/Operations Director.

Required Qualifications and Attributes

• Must have a minimum of Bachelor’s Degree in Procurement/Supply Chain Management or a related field.
• Must have a minimum of 5 years’ experience in procurement in a busy institution.
• Strict moral code and ethical standards
• Ability to balance the priorities and objectives of APZU.
• Ability of protect the procurement systems and supply chain of APZU
• Excellent communication and negotiation skills
• Good analytical, problem solving skills and decision making aptitude.
• Proactive approach and ability to work on tight deadlines
• Ability to work well with a culturally diverse team and exhibit high diplomacy and interpersonal skills.
• Willingness to live and work full-time in a rural setting.
• Proficiency in Microsoft Office

Benefits & Remuneration 

An attractive remuneration package will be offered to the successful candidates commensurate with experience and qualifications.

Qualified and interested persons should apply to the address below, enclosing their cover letter; copies of relevant certificates and Curriculum Vitae indicating three names of traceable referees with valid telephone numbers and email addresses not later than Friday, 2nd February, 2024. Only short listed candidates will be contacted for interviews.

Email: apzuhr@pih.org with the title of the position indicated on the subject of the email Or

The Director of Human Resources and Administration
Partners In Health/Abwenzi Pa ZaUmoyo (PIH/APZU)
P. O. Box 56
NENO
Or
P. O. Box 1774, BLANTYRE

NB: Partners In Health/Abwenzi Pa ZaUmoyo (PIH/APZU) is is an equal opportunity employer, so, all qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, tribe, disability status, or any othercharacteristic protected by law. We strive to provide an inclusive and supportive working environment.