Infrastructure Procurement Officer

ORGANIZATIONAL PROFILE:

Partners in Health (PIH) is a non-profit organization based in Boston, Massachusetts, USA, whose mission is to provide a preferential option for the poor in health care. Through service delivery, training, advocacy and research, PIH works globally to bring the benefits of modern science to those most in need and to serve as an antidote to despair. PIH has programs in Haiti, Peru, Mexico, Russia, Rwanda, Lesotho, Malawi, Sierra Leone, Liberia, Kazakhstan and Boston.

PIH began working in Malawi in 2007, where today we support the Ministry of Health (MOH) to serve a catchment area of 165,000 through 12 health centers and two hospitals in partnership with our sister organizations. Abwenzi Pa Za Umoyo (APZU) has its headquarters in Neno District with operations across the country.

We therefore seek to recruit suitably qualified and experienced candidates for the following position:

Post: INFRASTRUCTURE PROCUREMENT OFFICER
Reports to: Operations Manager
Commitment: Full Time (Monday-Friday) Hours : Regular Office Hours (40Hrs/Week)
Location: Neno District, Malawi

Post Summary

The Infrastructure Procurement Officer serves as the essential intermediary between our infrastructure team and the operations team, facilitating seamless coordination in procurement processes. S/he will play a crucial role in securing goods and services that meet our organization’s quality standards, ensuring they are delivered promptly to designated locations while adhering to budgetary constraints.

Through effective procurement and contract management, the Infrastructure Procurement Officer contributes to the overall efficiency of our supply chain operations and supports the successful execution of projects across the organization.

The Procurement Officer will work closely with the Operations Manager, Infrastructure Manager and Program Managers and will be responsible for supporting with all procurement activities. The Officer will oversee the efficient planning, organization and control of all activities related to the procurement of all infrastructure maintenance materials, equipment and specific services at PIH/APZU.

Responsibilities and Duties

Sourcing (45%)

• Conduct procurements in accordance with the organization’s and/or donor’s procurement policy and procedures, following the proper approval process, adhering to ethical practices, and complying with all the relevant laws and regulations.
• Receive and triage requests for facilities equipment, spare parts, construction materials, biomedical equipment parts, and construction and renovation services, and work with requestors to ensure that we have complete and accurate specifications.
• Work with infrastructure department technical leads to perform quality reviews of items / services to be purchased. Incorporate feedback to improve technical specifications for items/services and maintain documentation on preferred/disqualified suppliers.
• Submit Requests for Quotations, Requests for Information, and Requests for Proposals, ensuring that Partners In Health (PIH) product/service requirements are properly communicated to vendors based on PIH technical team requirements.
• Analyze supplier proposals and propose appropriate sourcing strategy, weighing price, availability, quality, and compliance requirements; follow up with suppliers on outstanding requests and facilitate procurement committee discussions as needed
• Implement sourcing activities and process improvements in accordance with PIH procurement policies and donor requirements as applicable.
• Support in the identification, negotiation, implementation, and tracking of supplier contracts and long-term agreements.
  Submit invoices for payment upon receipt of supplies or written confirmation of completion of services. Follow up with accounts payable and receivable to ensure accounts are current.

Vendor Relations and Review (25%)

• Maintain vendor database with current information.
• Identify new vendors and ensure new vendors are vetted according to PIH procurement policies and that appropriate documentation is collected.
• Research and evaluate vendors on parameters such as price, quality, selection, service, support, availability, reliability, and production and distribution capabilities, with technical input and feedback provided by and/or validated by the infrastructure department. Conduct a formal review of each facilities vendor on an annual basis.
• Maintain detailed records of vendor performance including quality and contract compliance for parts and works. Qualify and disqualify vendors as needed.
• Serve as the primary point of contact for all vendor inquiries and bids/tender clarifications.

Operations Support (10%)

• Ensure that the information captured from internal customers is accurate.
• In the absence of the Procurement Manager, arrange IPC meetings and act as its secretary, prepare the agenda for the meeting, take minutes and send them to all members.
• Optimize collaboration between Procurement and Operations, including understanding the priorities of Operations teams, collecting item and service specifications, and maintaining regular communication on order status and pending deliveries.
• Manage the performance of subordinates by:
• Establishing measurable goals and fair and unbiased performance systems.
• Addressing unsatisfactory performance with appropriate performance improvement plans
• Coaching, mentoring and providing other development opportunities.
• Assist with inventory management, infrastructure formulary management, and infrastructure supply forecasting.

Reporting (10%)

• Submit report on total monthly statistics on categories managed. I.e. infra, biomed etc.
• Submit weekly report on engagement with the various departments.
• Provide updates to end users, logistics and procurement team on pending deliveries and order status etc.

Collaboration (10%)

• Work closely with PIH’s international shipping team to timely obtain purchase approvals and all relevant shipping documentation/information in a timely manner to accurately process duty waivers in advance of incoming shipments to avoid receiving delays and demurrage.
• Work closely with both Program and Finance teams to ensure that appropriate documentation (purpose of purchase, quotations, purchase orders, delivery notes, and invoices) is submitted for each purchase and is well filed for long-term records.
• Assign tasks to colleagues and follow-up on the activities as required.
• Ensure operating procedures are adhered to and take corrective action as necessary.
• Assist with on-the-job training of direct reports and trainees as required.
• Ensure that performance, quality of work and timeliness of reporting are up to standard.
• Participate in toolbox talks with the technical team, discussing safety and enforcing compliance, obtain feedback on the use of materials and tools provided within the department and their proper use to increase efficiency and value for money.
• Perform additional duties as requested by the Operations Manager/Operations Director.

Qualifications and Experience

• A Bachelor’s Degree in Procurement, Supply Chain Management, Business Administration or Engineering
• A minimum of five (5) years’ experience in Procurement and Supply Chain Management.
• Five (5) years of relevant work experience in the field of facilities maintenance or construction strongly preferred
• Current membership with Malawi Institute of Procurement and Supply (MIPS)
• Understanding of the work methods and techniques applied in procurement and contract process specific to the construction and facilities industry.
• Sound knowledge and application of the required business language thereby ensuring understanding of information conveyed including understanding of the products and services offered by suppliers or service providers.
• Demonstrated success responding to a high volume of requests and ability to react to needs with a sense of urgency, service-oriented mindset of the impact on hospital operations and infrastructure project timelines.
• Experience using enterprise resource planning (ERP) systems (Power BI, Pronto, SAP etc.) or proven ability to learn new electronic systems quickly.
• Ability to follow established processes and experience implementing process improvements.
• Willingness to do important repetitive tasks and data entry and ability to see their connection to larger team and organizational goals.
• Knowledge and understanding of the company policies and procedures applicable to the purchasing and stores environment to ensure that work outcomes are compliant to the policies and procedures
• The ability to perform the administrative functions attached to a specific job such as correspondence, documentation management and general administration
• Interest in social justice is strongly desirable.

Personal Attributes

• Detail oriented
• Excellent communication and negotiation skills
• Analytical skills
• Proficient in written and oral English language
• Exemplary interpersonal skills; ability to collaborate effectively with culturally diverse teams across departments and countries.
• Proficiency in Microsoft Office

Benefits & Remuneration

An attractive remuneration package will be offered to the successful candidates commensurate with experience and qualifications.

Qualified and interested persons should apply strictly to the email address below, enclosing their cover letter; copies of relevant certificates and curriculum vitae indicating three names of traceable referees with valid telephone numbers and email addresses not later than Friday, 25th October, 2024. Only shortlisted candidates will be contacted for interviews.

Email: apzuhr@pih.org with the title of the position indicated on the subject of the email addressing;

The Director of Human Resources and Administration
Partners In Health/Abwenzi Pa Za Umoyo (PIH/APZU)
P.O. Box 56
NENO

NB: Partners In Health/Abwenzi Pa Za Umoyo (PIH/APZU) is is an equal opportunities employer, so, all qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, tribe, disability status, or any other characteristic protected by law. We strive to provide an inclusive and supportive working environment.

Partners In Health/Abwenzi Pa Za Umoyo (PIH/APZU) is committed to safeguarding staff, children and communities with whom we work with. We are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and are protected from sexual exploitation, abuse and sexual harassment. Therefore, any offer of employment is conditional upon the successful completion of applicable background checks.

The Organisation does not charge any fees at any stage of the recruitment process. If you are asked to make a payment at any stage of the recruitment process, please contact vgondwe@pih.org and speakup@pih.org.