JOB PURPOSE

Under the supervision of the Finance Manager, the Procurement Officer will be responsible for ensuring the cost-effective, timely, and transparent acquisition of goods, services, and works in support of AMREF Malawi operations, in full compliance with organizational policies, donor regulations, and applicable laws.

The Procurement Officer will be responsible for:

• Managing the end-to-end procurement process for goods, services, and civil works in a transparent, ethical, and cost-effective manner, in line with donor regulations (e.g. Mastercard, UN agencies)
• Ensuring that all procurement activities comply with organizational policies, procedures, and applicable legal standards
• Preparing and issuing procurement documents, including prequalification documents, Requests for Quotations (RFQs), Requests for Proposals (RFPs), and tender documents, as well as coordinating bid receipt, opening, and evaluation processes
• Developing, reviewing, and updating the Procurement Manual and Standard Operating Procedures (SOPs), including supporting automation of procurement systems
• Managing and administering contracts with suppliers and service providers, including negotiation of terms, monitoring performance, and ensuring value for money, particularly for frequently procured goods (FMGs)
• Reviewing and evaluating existing supply contracts to assess pricing, terms, and supplier performance prior to renewal or re-tendering
• Maintaining an up-to-date supplier database, including conducting supplier prequalification and due diligence processes
• Overseeing inventory and stock management to ensure effective control, accuracy, and accountability of organizational assets
• Coordinating the disposal of obsolete or unserviceable assets and stocks in line with organizational policies and regulatory requirements
• Establishing and maintaining a comprehensive record-keeping system for all procurement transactions to ensure proper documentation, traceability, and audit readiness
• Overseeing and coordinating logistical arrangements for the movement and delivery of goods and services to various project locations
• Providing guidance, supervision, and support to staff to ensure adherence to procurement laws, regulations, and ethical standards
• Assisting in monitoring procurement budgets, tracking expenditures, and identifying cost-saving opportunities

Qualifications

The ideal candidate will possess:

• A Bachelor’s Degree in Procurement and Supply Chain Management, Logistics, Business Administration, or a related field from a recognized institution
• A professional Chartered Institute of Procurement & Supply (CIPS) Level 5 Diploma or above,
• Registration as a paid-up member of the Malawi Institute of Procurement and Supply (MIPS)
• A minimum of three (3) years’ relevant experience in procurement, preferably within an NGO or donor-funded environment
• Demonstrated knowledge of procurement regulations, donor compliance requirements, and best practices

Additional Information

Knowledge, Skills and Competencies

• Strong knowledge of procurement processes, contract management, and supplier performance management
• High levels of integrity, professionalism, and accountability
• Excellent negotiation, analytical, and organizational skills
• The ability to manage multiple priorities and meet tight deadlines
• Proficiency in Microsoft Office applications and procurement systems
• Strong interpersonal and communication skills, with the ability to work effectively in a team environment

• Managing the end-to-end procurement process for goods, services, and civil works in a transparent, ethical, and cost-effective manner, in line with donor regulations (e.g. Mastercard, UN agencies)
• Ensuring that all procurement activities comply with organizational policies, procedures, and applicable legal standards
• Preparing and issuing procurement documents, including prequalification documents, Requests for Quotations (RFQs), Requests for Proposals (RFPs), and tender documents, as well as coordinating bid receipt, opening, and evaluation processes
• Developing, reviewing, and updating the Procurement Manual and Standard Operating Procedures (SOPs), including supporting automation of procurement systems
• Managing and administering contracts with suppliers and service providers, including negotiation of terms, monitoring performance, and ensuring value for money, particularly for frequently procured goods (FMGs)
• Reviewing and evaluating existing supply contracts to assess pricing, terms, and supplier performance prior to renewal or re-tendering
• Maintaining an up-to-date supplier database, including conducting supplier prequalification and due diligence processes
• Overseeing inventory and stock management to ensure effective control, accuracy, and accountability of organizational assets
• Coordinating the disposal of obsolete or unserviceable assets and stocks in line with organizational policies and regulatory requirements
• Establishing and maintaining a comprehensive record-keeping system for all procurement transactions to ensure proper documentation, traceability, and audit readiness
• Overseeing and coordinating logistical arrangements for the movement and delivery of goods and services to various project locations
• Providing guidance, supervision, and support to staff to ensure adherence to procurement laws, regulations, and ethical standards
• Assisting in monitoring procurement budgets, tracking expenditures, and identifying cost-saving opportunities

• Strong knowledge of procurement processes, contract management, and supplier performance management
• High levels of integrity, professionalism, and accountability
• Excellent negotiation, analytical, and organizational skills
• The ability to manage multiple priorities and meet tight deadlines
• Proficiency in Microsoft Office applications and procurement systems
• Strong interpersonal and communication skills, with the ability to work effectively in a team environment

• A Bachelor’s Degree in Procurement and Supply Chain Management, Logistics, Business Administration, or a related field from a recognized institution
• A professional Chartered Institute of Procurement & Supply (CIPS) Level 5 Diploma or above
• Registration as a paid-up member of the Malawi Institute of Procurement and Supply (MIPS)
• A minimum of three (3) years’ relevant experience in procurement, preferably within an NGO or donor-funded environment
• Demonstrated knowledge of procurement regulations, donor compliance requirements, and best practices