Procurement Assistant

TEVET Authority

Job Responsibilities

Local Purchase Order Processing:

  • Assist in processing Local Purchase Orders (LPOs), ensuring accuracy and compliance with Authority’s policies.
  • Maintain a record of purchase orders, receipts, and invoices.

Supplier Communication:

  • Collaborate with suppliers to obtain quotations, track orders, and resolve any procurement-related inquiries.
  • Assist in building and maintaining strong relationships with suppliers.

Documentation and Record-Keeping:

  • Maintain organized and up-to-date procurement records, including supplier agreements, contracts and correspondence.
  • Prepare and maintain procurement reports as requested.

Compliance:

  • Ensure compliance with the Authority’s procurement and disposal policies, as well as relevant laws and regulations.
  • Assist in performing supplier due diligence and compliance checks.

Administrative Tasks:

  • Assist in the preparation of evaluation reports and contract;
  • 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; and
  • Updating a yearly procurement plan.

Job Context

  • Reporting to the Regional Service Centre Manager (South) 

Educational Requirements

  • Degree in Purchasing and Supply or Advanced Diploma in Procurement and Supply (Level 5 CIPS); 
  • Be a member of the Malawi Institute of Procurement and Supply; and

Experience Requirements

  • Minimum of three (3) years practical experience in management of procurement in a busy environment

Additional Requirements

  • Attention to detail and strong organizational skills;
  • Good time management and multitasking abilities;
  • Effective communication and interpersonal skills;
  • Proficiency in Microsoft Office, especially Excel;
  • Ability to work collaboratively in a team; and
  • Understanding of procurement processes and principles

Job Location

Blantyre