OVERVIEW

Marymount Catholic Secondary School was opened on 29th January, 1963. The school is located on the Southern part of the plot of land owned by the Catholic Diocese of Muzu. It is situated along the Chimaliro Road, about eight Kilometres from the hub of Muzu City. Although the school is based in Mzuzu, its catchment area covers all districts in Malawi.

PROCUREMENT OFFICER

Position Summary

The Procurement Officer is responsible for planning, coordinating, and managing the procurement of goods, services, and works for the school. The officer ensures that procurement processes are transparent, cost-effective, timely, and compliant with the school’s procurement policies and applicable laws.

The successful candidate will be answerable to the School Manager through the Finance Manager. He/She will be responsible for:

• Prepare and implement the school’s annual procurement plan.
• Source quotations and conduct competitive procurement processes.
• Coordinate tendering and supplier selection processes.
• Evaluate supplier quotations and prepare procurement recommendations.
• Issue purchase orders and monitor deliveries.
• Ensure that procured goods and services meet the required specifications and quality standards.
• Maintain an updated supplier database.
• Negotiate prices, delivery schedules, and contract terms with suppliers.
• Monitor supplier performance and recommend improvements.
• Ensure compliance with the school’s procurement policies and financial procedures.
• Work closely with the Finance Department in budget implementation.
• Coordinate with user departments to determine procurement needs.
• Maintain procurement records and documentation for audit purposes.
• Prepare periodic procurement reports for management.
• Monitor inventory levels and coordinate replenishment with the Stores Officer.
• Ensure value for money in all procurement activities.
• Perform any other duties assigned by the School Management.

Minimum Qualifications

• Diploma in Procurement and Supply Chain Management, Purchasing and Supply, Logistics Management, Business Administration, or a related field from a recognized institution.
• Professional qualification from a recognized procurement body (e.g. CIPS or equivalent) will be an added advantage.
• Membership with a recognized professional procurement association is desirable.

Experience

• Minimum of 3 years’ relevant experience in procurement, purchasing, or supply chain management.
• Experience in a school, educational institution, NGO, church institution, or corporate environment will be an added advantage.
• Proven experience in tendering, contract management, inventory control, and supplier management.

Knowledge

The successful candidate should have knowledge of:

• Procurement and supply chain management principles.
• Tendering and competitive bidding procedures.
• Contract management and supplier relationship management.
• Inventory and stores management.
• Budgeting and cost control.
• Procurement ethics and best practices.
• Relevant procurement laws and regulations.
• Computerized procurement and inventory management systems.

Skills and Competencies

The ideal candidate should demonstrate:

• High level of integrity and professionalism.
• Excellent negotiation and communication skills.
• Strong analytical and problem-solving abilities.
• Good report writing and record management skills.

In all posts women are strongly encouraged to apply.

• Prepare and implement the school’s annual procurement plan.
• Source quotations and conduct competitive procurement processes.
• Coordinate tendering and supplier selection processes.
• Evaluate supplier quotations and prepare procurement recommendations.
• Issue purchase orders and monitor deliveries.
• Ensure that procured goods and services meet the required specifications and quality standards.
• Maintain an updated supplier database.
• Negotiate prices, delivery schedules, and contract terms with suppliers.
• Monitor supplier performance and recommend improvements.
• Ensure compliance with the school’s procurement policies and financial procedures.
• Work closely with the Finance Department in budget implementation.
• Coordinate with user departments to determine procurement needs.
• Maintain procurement records and documentation for audit purposes.
• Prepare periodic procurement reports for management.
• Monitor inventory levels and coordinate replenishment with the Stores Officer.
• Ensure value for money in all procurement activities.
• Perform any other duties assigned by the School Management.

• High level of integrity and professionalism.
• Excellent negotiation and communication skills.
• Strong analytical and problem-solving abilities.
• Good report writing and record management skills.

• Diploma in Procurement and Supply Chain Management, Purchasing and Supply, Logistics Management, Business Administration, or a related field from a recognized institution.
• Professional qualification from a recognized procurement body (e.g. CIPS or equivalent) will be an added advantage.
• Membership with a recognized professional procurement association is desirable.