Procurement & Logistics Officer at Pact
Job Description
Job Summary
The Procurement Officer will be responsible for supporting the sourcing and procurement of Goods, Works, and Services in the most cost-effective manner for the ACHIEVE Malawi Project.
Key Duties & Responsibilities
Strategic Procurement Management:
- Conduct source audit exercises through supplier selection, evaluation, and assessment.
- Support the preparation of the ACHIEVE Malawi Procurement Plan.
- Support ACHIEVE Malawi and its projects in procurement and other logistics assignments that ensure Goods, Works, and services are procured timely to facilitate project implementation and at the same time receive value for money.
- Work with the Procurement and Logistics Manager to ensure vendors follow all the tendering regulations, procedures, and instructions.
- Ensure orders are accurately drawn with the correct specifications, quantities, qualities, distribution, and delivery requirements.
- Review all requests and purchase orders for completeness and conformance to user requirements.
Strategic Procurement Management:
- Conduct source audit exercises through supplier selection, evaluation, and assessment.
- Support the preparation of the ACHIEVE Malawi Procurement Plan.
- Support ACHIEVE Malawi and its projects in procurement and other logistics assignments that ensure Goods, Works, and services are procured timely to facilitate project implementation and at the same time receive value for money.
- Work with the Procurement and Logistics Manager to ensure vendors follow all the tendering regulations, procedures, and instructions.
- Ensure orders are accurately drawn with the correct specifications, quantities, qualities, distribution, and delivery requirements.
- Review all requests and purchase orders for completeness and conformance to user requirements.
- Contracts Negotiation and Management:
- Preparation of standard bidding documents, with terms and conditions of the tender.
- Monitoring performance and delivery of the terms of reference (TOR) of contractors and implementing any recommendations for contract termination in cases of TOR non-compliance.
- Frame vendor contractual agreements for the supply of consumables for one year at the agreed prices.
- Support negotiations are carried out on contracts and Orders to realize possible savings for the organization
Performance Measurement and Management:
- Manage Relationships with Key Suppliers.
- Preparation of monthly and annual reports on procurement KPIs
- Ensure the preparation and submission of weekly/monthly procurement status reports to engage the customers and other stakeholders
- Ensure implementation and maintenance of an updated suppliers’ database with catalogs of various products and prices.
- All other duties as assigned
Educational Qualifications, Experience, & Skills Required
- Master’s degree and 8+ years relevant experience or equivalent combination of education and experience.
- A customer service-oriented individual with the ability to deal with staff, vendors, and service providers.
- A dedicated team player with good interpersonal skills
- Ability to work independently in a high-profile, fast-paced, and multi-tasked environment
- Must be able to demonstrate highly effective communications skills, both
