The Procurement Assistant will assist the TEVETA secretariat’s procurement and disposal unit in carrying out procurement activities, record-keeping, and handover documentation in accordance with the procurement rules of the REWARDS project, under the technical leadership of the Senior Specialist and the overall supervision of the Head of Projects Management and the Head of Procurement and Disposal.

Responsibilities or duties

1. Procurement Orders Processing: Assist in processing procurement orders, ensuring accuracy and compliance with GIZ Procurement Requirements. Maintain a record of purchase orders, receipts, and invoices.

2. Supplier Communication: Collaborate with suppliers to obtain quotes, track orders, and resolve any procurement-related inquiries. Assist in building and maintaining strong relationships with suppliers.

3. Documentation, Inventory, Record-Keeping: Maintain organized and up-to-date procurement records, including supplier agreements, contracts, and correspondence. Prepare and maintain procurement reports and inventory lists as requested.

4. Administrative tasks: Updating the project procurement plan Assist in the preparation of evaluation reports and contracts Assist in the preparation of monthly procurement reports Provide administrative support to the procurement team, including scheduling meetings and managing calendars. Assist in drafting and distributing procurement-related communications

Qualifications or requirements 

The Procurement Assistant shall have Degree in Purchasing and Supply or Advanced Diploma in Procurement and Supply (Level 5 CIPS), Be a member of Malawi Institute of Procurement and Supply.

Experience needed

Minimum of 3 years practical experience in management of procurement in a busy environment

Excellent written and oral communication skills in English. Ability to work independently and as part of a multidisciplinary team. Experience in applying the GIZ requirements on procurement is an added advantage

• Assist in processing procurement orders, ensuring accuracy and compliance with GIZ Procurement Requirements.
• Maintain a record of purchase orders, receipts, and invoices.
• Collaborate with suppliers to obtain quotes, track orders, and resolve any procurement-related inquiries.
• Assist in building and maintaining strong relationships with suppliers.
• Maintain organized and up-to-date procurement records, including supplier agreements, contracts, and correspondence.
• Prepare and maintain procurement reports and inventory lists as requested.
• Updating the project procurement plan
• Assist in the preparation of evaluation reports and contracts
• Assist in the preparation of monthly procurement reports
• Provide administrative support to the procurement team, including scheduling meetings and managing calendars.
• Assist in drafting and distributing procurement-related communications

• Excellent written and oral communication skills in English.
• Ability to work independently and as part of a multidisciplinary team.

• Degree in Purchasing and Supply or Advanced Diploma in Procurement and Supply (Level 5 CIPS)
• Member of Malawi Institute of Procurement and Supply.