Background

PSI Malawi is seeking a Procurement and Logistics Manager to join their Finance and Operations department. This role is crucial for ensuring efficient and compliant procurement and logistics operations within the organization.

Responsibilities

• Develop and execute Procurement Strategy, including market intelligence and risk identification.
• Develop and manage a consolidated annual procurement plan.
• Establish coordination processes with other departments for procurement execution.
• Oversee Procurement Execution, including solicitation of quotes/proposals and preparation of procurement documents.
• Ensure Procurement Compliance and Documentation, adhering to government, organizational, and donor regulations.
• Maintain complete, accurate, and audit-trail procurement files.
• Monitor procurement data and disseminate monthly reports.
• Provide Subawardee Procurement Support and Asset Management, including technical guidance and capacity building.
• Manage Office Logistics, including travel coordination, vehicle scheduling, maintenance, and fuel management.
• Oversee general office management, security, and supplies.
• Implement asset management policies and procedures.
• Manage Staff Management & Supervision, including policy adherence, performance appraisals, and staff development.

Qualifications and Experience

• Bachelor’s degree in Procurement & Supply Chain Management/Full CIPS required/equivalent. Master’s degree will be an added advantage.
• Membership of the Malawi Institute of Procurement & Supply (MIPS).
• Experience working with an international non-profit organization.
• Minimum 5 years’ experience in procurement, of which at least two must be at managerial level.

Competencies

• A good communicator.
• High emotional intelligence.
• Strong leadership skills.
• A self-starter.

Personal Specification

• Thorough knowledge of KfW/GIZ/EU procurement regulations and policies.
• Firm and forthright in making correct procurement decisions.
• Extensive knowledge of the local, regional and international sources of supply.
• Strong mentorship and capacity building skills.
• Effective supervisory skills.
• Excellent interpersonal skills and ability to work in a team environment.
• Attention to detail.
• Impeccable integrity.
• Organised and results oriented.
• A demonstrated ability to meet deadlines.
• Strategic thinker.
• Excellent computer skills, Microsoft Suite (Windows Word Processing, Excel, Access, PowerPoint, Outlook).

• Develop and execute Procurement Strategy
• Lead in design, development, and implementation of a procurement strategy that speaks relevantly to the macroeconomic operating environment in Malawi and the programmatic requirements.
• Responsible for market intelligence to identify and offset emerging supply chain risks through the identification of alternative competitive sources of supply.
• Develop a comprehensive, realistic, dependable consolidated annual procurement plan with input from key departments that sets in motion the procurement process of commodities and services minimizing ‘ad hoc’ and sporadic procurements and capitalizing on economies of scale through consolidation of similar procurements.
• Ensure continuous review and update of the procurement plan to reflect the status of requirements.
• Establish coordination processes to work seamlessly and collaboratively with other operations departments as well as programs in procurement execution to ensure an integrated internal controls framework, enabling consultative, transparent, technically proficient and compliant procurement decisions.
• Establishes and maintains a system for procurement, ensuring that accurate and detailed specifications are submitted in writing prior to initiation of the procurement process, seeking clarification where it is ambiguous so as toavert the procurement of incorrect commodities.
• Leads in the solicitation of quotes or proposals in line with PSI’s internal policies and procedures and donor guidelines in a fair, transparent, ethical, and accountable manner.
• Prepare and review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services and other procurement documents, ensuring strict adherence to applicable procedures, and accuracy and completeness of procurement supporting documents.
• Accountable for a thorough understanding and enforcement of compliance; with government, organizational and donor rules and regulations.
• Responsiblefor ensuring all documents and donor prior approvals are obtained, completed, and filed for PSI’s procurement activities in line with donor regulations and approved budgets, and in compliance with Malawi Laws and donor requirements on document retention.
• Accountablefor maintenance of complete, accurate and audit-trail procurement files to give the flow of the entire procurement process including clarifying notes as needed.
• Accountable for timely disclosure and documentation for process deviations or potential procurement risks.
• Monitor procurement data and disseminate complete, accurate and relevant monthly procurement reports on user-friendly, standardized templates to support project management decision-making.
• Provide technical guidance and hands-on support to subawardees in developing and strengthening their own procurement systems, policies, and internal controls in line with donor and PSI requirements.
• Review subawardee procurement plans, solicitation documents, bid analyses, and contracts to ensure compliance with donor regulations and PSI standards prior to approval.
• Conduct periodic post-award monitoring/spot checks of subawardee procurement practices, identifyinggaps and supporting corrective action plans.
• Deliver training and capacity-building sessions to subawardee staff on procurement procedures, ethics, and documentation requirements.
• Maintain oversight documentation of subawardee procurement compliance status for audit and donor reporting purposes.
• Maintain a complete subaward asset register (tagged by donor/project code) and verify assets meet donor capitalization thresholds.
• Ensure subaward asset acquisition, use, and disposal align with donor terms and PSI’s global asset policy.
• Conduct periodic subaward asset verification and inventory counts/reconciliations and document discrepancies (loss, damage, misuse).
• Coordinate the collection and consolidation of travel plans and facilitation of travels through hotel and flight bookings where applicable, plan and coordinate vehicle scheduling/allocation to meet program and operational needs.
• Assess and update applicable manuals with evolving risks and environmental changes.
• Oversee preventive maintenance, repairs, and inspections to ensure all vehicles are safe, roadworthy, and compliant with Malawian traffic laws
• Ensure timely renewal of vehicle licenses, insurance, and inspection certificates, and maintain complete vehicle logbooks (mileage, fuel, trip records)
• Monitor and manage fuel consumption, fuel card/voucher systems, and overall fleet operating costs to identify savings opportunities
• Supervise drivers’ performance and conduct, ensure valid licensing, and organize safety/defensive driving training
• Manage incident/accident reporting and insurance claims, and advise on vehicle replacement and disposal based on condition and lifecycle
• Oversee general office management to ensure the smooth running of office operation and program implementation; supervise office cleaning and maintenance to ensure the office is always kept clean and maintains a professional outlook and ambience.
• Arrange and enforce security deployment as necessary, with proper security assessments done for office premises and staff residences, per PSI standards.
• Be responsible for office supplies, restocking at the right levels to avoid both stock outs and overstocking or stock expiries; designing and implementing necessary controls over store access and functions.
• Implement asset management policies and procedures as contained in the PSI asset management policies; keeping accurate and up to date registers of assets and of office equipment.
• Enforcing asset verifications per PSI policies,ensuring there is adequate physical security over assets, making sure assets are properly always insured, working with project leads to brand assets per donor branding standards.
• Handle end-of-project asset disposition (transfer, donation, or sale) per donor approval and retain documentation for audits.
• Ensure development, update and adherence to Procurement and Fleet policies and procedures
• Conduct performance appraisals for supervised staff and ensure relevant and up-to-date job descriptions.
• Promote learning and development amongst staff through on-the-job training, mutually agreed upon professional development courses/tuition and coaching, and generally motivate staff to improve performance
• Model best practices, work ethics, skills, knowledge and integrity to the team.

• A good communicator
• High emotional intelligence
• Strong leadership skills
• A self-starter
• Thorough knowledge of KfW/GIZ/EU procurement regulations and policies.
• Firm and forthright in making correct procurement decisions.
• Extensive knowledge of the local, regional and international sources of supply.
• Strong mentorship and capacity building skills.
• Effective supervisory skills.
• Excellent interpersonal skills and ability to work in a team environment.
• Attention to detail.
• Impeccable integrity.
• Organised and results oriented.
• A demonstrated ability to meet deadlines.
• Strategic thinker.
• Excellent computer skills, Microsoft Suite (Windows Word Processing, Excel, Access, PowerPoint, Outlook)

• Bachelor’s degree in Procurement & Supply Chain Management/Full CIPS required/equivalent. Master’s degree will be an added advantage.
• Must be a member of the Malawi Institute of Procurement & Supply (MIPS).
• Experience working with an international non-profit organization