About Self Help Africa :

Established in 1984, Self Help Africa is an international development organisation that works through agriculture and agri-enterprise development to address hunger, poverty, social inequality and the impacts of climate change. We believe that equitable economic development is key to lifting communities out of long-term poverty, empowering them to take control of their futures and improving their quality of life.

In early 2023 we launched a new five-year organisation strategy, which defines shared mission as the alleviation of hunger, poverty, social inequality and the impact of climate change through community-led, market-based and enterprise-focused approaches, so that people can have access to nutritious food, clean water, decent employment and incomes, while sustaining natural resources.

Our wider organisation also includes social enterprise subsidiaries Partner Africa, which provides ethical auditing and consultancy services, and CUMO, Malawi’s largest micro-finance provider.

Our three core values are:

• Impact: We are accountable, ambitious and committed to systemic change.
• Innovation: We are agile, creative and enterprising in an ever-changing World.
• Community: We are inclusive, honest and have integrity in our relationships.

Job Purpose:

The Procurement & Stores Officer is responsible for supporting the provision of effective and efficient procurement and stores management to the project. He/She is also responsible for providing effective administrative support to project staff. He/She reports to the Procurement & Logistics Manager and work very closely with the WASH District Manager.

Key Responsibilities:

Stores Support

• Maintaining a professional stores management system that ensures effective receipt, storage and issuance of materials.
• Ensuring that the stores management system in place and participating in quarterly stock take exercise and keeping an up to date inventory for all projects.
• Preparing accurate regular stock reports to assist senior project personnel to make informed materials management decisions.

Procurement support

• Coordinate and manage procurement of stationery and other office supplies.
• Provide procurement support within the recommended threshold by preparing purchase requests, sourcing quotations, and supporting supplier selection in accordance with organizational procurement policies.
• Liaise with suppliers to ensure timely delivery of goods and services and maintain proper procurement documentation and records.
• Support contract management processes, including tracking deliveries, verifying goods received, and supporting payment documentation in coordination with national office.

Administrative support:

• Supervise and coordinate the work of the Administrative Assistant and Drivers including performance management and appraisal processes. Oversee the effective operation of guard services from the service provider(s)
• Provide administrative support to project staff, including arranging visits, workshops, and meetings.
• Establish and maintain an accurate and up-to-date filing and archiving system for project and office documents, in line with approved filing standards.

Fleet:

• Monitor vehicle service schedules, arrange routine maintenance, and ensure timely repairs to minimize downtime.
• Track fuel usage, maintain fuel records
• Ensure accurate completion of vehicle logbooks and submission of copies to the Country Office
• Oversee renewal of vehicle COF renewals

Other

Perform any other duties as assigned by the supervisors

Key Relationships:

Internal:

• WASH Project Manager
• Project Accountant
• Procurement and logistics Manager
• Projects’ Drivers

External

• N/A

Qualification:

• Degree in procurement, logistics, stores management, administration or other relevant subjects.
• Those with Charted Institute of Procurement and supply, basic Accounting knowledge and skills, will have an added advantage.

Knowledge, Experience and Other Requirements:

• High levels of integrity, honesty, strong ethics but also a quick learner
• Demonstrate understanding of safeguarding risks and mitigating action
• At least 3 years working experience in a professionally managed warehouse environment
• Excellent in communication skill

• Maintaining a professional stores management system that ensures effective receipt, storage and issuance of materials.
• Ensuring that the stores management system in place and participating in quarterly stock take exercise and keeping an up to date inventory for all projects.
• Preparing accurate regular stock reports to assist senior project personnel to make informed materials management decisions.
• Coordinate and manage procurement of stationery and other office supplies.
• Provide procurement support within the recommended threshold by preparing purchase requests, sourcing quotations, and supporting supplier selection in accordance with organizational procurement policies.
• Liaise with suppliers to ensure timely delivery of goods and services and maintain proper procurement documentation and records.
• Support contract management processes, including tracking deliveries, verifying goods received, and supporting payment documentation in coordination with national office.
• Supervise and coordinate the work of the Administrative Assistant and Drivers including performance management and appraisal processes. Oversee the effective operation of guard services from the service provider(s)
• Provide administrative support to project staff, including arranging visits, workshops, and meetings.
• Establish and maintain an accurate and up-to-date filing and archiving system for project and office documents, in line with approved filing standards.
• Monitor vehicle service schedules, arrange routine maintenance, and ensure timely repairs to minimize downtime.
• Track fuel usage, maintain fuel records
• Ensure accurate completion of vehicle logbooks and submission of copies to the Country Office
• Oversee renewal of vehicle COF renewals
• Perform any other duties as assigned by the supervisors

• High levels of integrity, honesty, strong ethics but also a quick learner
• Demonstrate understanding of safeguarding risks and mitigating action
• Excellent in communication skill

• Degree in procurement, logistics, stores management, administration or other relevant subjects.
• Those with Charted Institute of Procurement and supply, basic Accounting knowledge and skills, will have an added advantage.