Background

Luke International- Malawi (LIN-Malawi) is an independent non-governmental organization that has been working with the Government of the Republic of Malawi (GoM) in HIV and AIDS, TB and related health issues in the health sector to improve health information systems since 2009 LIN’s mission is to promote activities that increase local human capacity and technical competence for providing HIV and AIDS care and support and advocate people to attain universal health coverage goals in Malawi. LIN is collaborating with the Ministry of Health and Sanitation, implementing partners, academic institutions, and hospitals, community-based organizations and international/domestic partners to provide ongoing technical assistance and implement digital health and information technology programs.

Overview of the position

The Procurement Officer will support Finance and Administration in coordinating and Implementing LIN’s procurement activities to ensure the timely, transparent, cost-effective, and compliant acquisition of goods, services works, and other resources required for the organisation’s programmes and operations in Malawi.

The Officer will be responsible for carrying out day-to-day procurement activities in accordance with LIN’s procurement policies and procedures, donor requirements, applicable Government of Malawi regulations, and established principles of fairness, transparency, accountability, and value for money.

The Procurement Officer will work closely with programme, finance, administration, and other relevant teams to support the identification and consolidation of procurement needs, preparation of procurement documentation, sourcing of suppliers, obtaining and evaluating quotations, processing purchase orders, and following up on the delivery of goods and services. The Officer will also assist in maintaining accurate procurement supplier procurement tracking systems, and documentation required for internal and external audits.

The Procurement Officer will contribute to strengthening LIN’s procurement processes and ensuring that procurement activities are completed efficiently, within approved budgets and timelines, and in compliance with organisational and donor requirements. The position will provide practical procurement support to LIN’s programmes and operations while escalating significant procurement issues and risks

Duties & Responsibilities:

A. Procurement Planning & Coordination

• Lead in the procurement of goods, services, works, equipment, and other requirements in line with approved programme and operational plans.
• Develop and maintain annual, quarterly, and project-specitic procurement plans in collaboration with the organizational objective.
• Provide advice to departments on appropriate procurement methods, specifications, timelines, and documentation requirements
• Coordinate with finance and programme teams to ensure procurement activities are aligned with approved budgets and work plans.

B. Supplier Sourcing & Management

• Identify and prequalify reliable, qualified suppliers, service providers and contractors for approval by the Internal Procurement and Disposal Committee (IPDC), and maintain an up-to-date supplier database.
• Conduct market research to identify competitive prices, suitable suppliers, and emerging market trends.
• Obtain and evaluate quotations, bids, proposals, and tenders in accordance with LIN procurement procedures.
• Maintain professional and ethical relationships with suppliers while ensuring fairness, transparency, and equal treatment.

G. Reporting, Risk Management & Audit Support

• Prepare regular procurement reports highlighting procurement activities, pending requests, supplier performance, challenges, and emerging risks.
• Maintain accurate procurement records and databases for management reporting and audit purposes.
• Support internal, external, and donor audits by providing complete and accurate procurement documentation.

H. Capacity Building & Stakeholder Engagement

• Provide guidance and orientation to LIN staff on procurement policies, procedures, documentation, and ethical procurement practices.
• Promote compliance with procurement procedures across all departments and projects.
• Work collaboratively with programme, finance, administration, HR, logistics, and other teams to ensure effective procurement planning and implementation.

Education & Experience

• Bachelor’s Degree in Procurement and Supply Chain Management, Logistics, Business Administration, Commerce, Finance, or a closely related field.
• Professional qualification or certification in procurement and supply chain management will be an added advantage.
• Minimum of 3-5 years of relevant experience in procurement, supply chain management, logistics, or a related field, preferably within an NGO, international development organisation, donor-funded programme, or similar environment.
• Demonstrated experience in competitive procurement processes, supplier sourcing, bid evaluation, contract management, and procurement documentation.
• Experience working with donor-funded projects and familiarity with donor procurement requirements is highly desirable.
• Experience with procurement planning, supplier performance management, and value-for-money approaches.
• Experience working with financial and procurement management systems or ERP systems will be an added advantage.
• Good understanding of the Government of Malawi procurement environment and applicable procurement regulations.
• Excellent communication and interpersonal skills, with the ability to work effectively with intemal teams, suppliers, service providers, auditors, government institutions, and development partners.

Required Skills

Technical Knowledge

• Strong knowledge of procurement and supply chain management principles, practices, and procedures.
• Good understanding of competitive procurement methods, quotation and tender processes, bid evaluation, contract management, and supplier performance management.
• Knowledge of procurement compliance, internal controls, ethical procurement, and fraud prevention mechanisms.
• Understanding of donor procurement requirements and procedures, particularly for NGO and international development projects.
• Good knowledge of Microsoft Office applications, particularly Excel, Word, etc.
• Ability to maintain accurate procurement databases, records, reports, and tracking systems.
• Familiarity with procurement, inventory, or ERP systems is an added advantage.
• Knowledge of the Malawi procurement regulatory framework and relevant public procurement principles is desirable.

Skills and Competencies

• Sound knowledge on Malawi procurement laws, procedures and best practices
• Analytical and numerical ability
• Attention to detail
• Excellent communication and interpersonal skills
• High level of integrity, confidentiality, professionalism and ethical conduct
• Ability to work independently
• Ability to work under pressure and meet tight deadlines without compromising procurement controls
• Strong commitment to transparency, accountability, fairness and value for money
• Ability to identify risks and recommend appropriate mitigation measures
• Proactive, adaptable and solutions-oriented approach to procurement challenges

• Lead in the procurement of goods, services, works, equipment, and other requirements in line with approved programme and operational plans.
• Develop and maintain annual, quarterly, and project-specitic procurement plans in collaboration with the organizational objective.
• Provide advice to departments on appropriate procurement methods, specifications, timelines, and documentation requirements
• Coordinate with finance and programme teams to ensure procurement activities are aligned with approved budgets and work plans.
• Identify and prequalify reliable, qualified suppliers, service providers and contractors for approval by the Internal Procurement and Disposal Committee (IPDC), and maintain an up-to-date supplier database.
• Conduct market research to identify competitive prices, suitable suppliers, and emerging market trends.
• Obtain and evaluate quotations, bids, proposals, and tenders in accordance with LIN procurement procedures.
• Maintain professional and ethical relationships with suppliers while ensuring fairness, transparency, and equal treatment.
• Prepare regular procurement reports highlighting procurement activities, pending requests, supplier performance, challenges, and emerging risks.
• Maintain accurate procurement records and databases for management reporting and audit purposes.
• Support internal, external, and donor audits by providing complete and accurate procurement documentation.
• Provide guidance and orientation to LIN staff on procurement policies, procedures, documentation, and ethical procurement practices.
• Promote compliance with procurement procedures across all departments and projects.
• Work collaboratively with programme, finance, administration, HR, logistics, and other teams to ensure effective procurement planning and implementation.

• Strong knowledge of procurement and supply chain management principles, practices, and procedures.
• Good understanding of competitive procurement methods, quotation and tender processes, bid evaluation, contract management, and supplier performance management.
• Knowledge of procurement compliance, internal controls, ethical procurement, and fraud prevention mechanisms.
• Understanding of donor procurement requirements and procedures, particularly for NGO and international development projects.
• Good knowledge of Microsoft Office applications, particularly Excel, Word, etc.
• Ability to maintain accurate procurement databases, records, reports, and tracking systems.
• Familiarity with procurement, inventory, or ERP systems is an added advantage.
• Knowledge of the Malawi procurement regulatory framework and relevant public procurement principles is desirable.
• Sound knowledge on Malawi procurement laws, procedures and best practices
• Analytical and numerical ability
• Attention to detail
• Excellent communication and interpersonal skills
• High level of integrity, confidentiality, professionalism and ethical conduct
• Ability to work independently
• Ability to work under pressure and meet tight deadlines without compromising procurement controls
• Strong commitment to transparency, accountability, fairness and value for money
• Ability to identify risks and recommend appropriate mitigation measures
• Proactive, adaptable and solutions-oriented approach to procurement challenges

• Bachelor’s Degree in Procurement and Supply Chain Management, Logistics, Business Administration, Commerce, Finance, or a closely related field.
• Professional qualification or certification in procurement and supply chain management will be an added advantage.
• Demonstrated experience in competitive procurement processes, supplier sourcing, bid evaluation, contract management, and procurement documentation.
• Experience working with donor-funded projects and familiarity with donor procurement requirements is highly desirable.
• Experience with procurement planning, supplier performance management, and value-for-money approaches.
• Experience working with financial and procurement management systems or ERP systems will be an added advantage.
• Good understanding of the Government of Malawi procurement environment and applicable procurement regulations.
• Excellent communication and interpersonal skills, with the ability to work effectively with intemal teams, suppliers, service providers, auditors, government institutions, and development partners.