Procurement Assistant

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