PROCUREMENT OFFICER – Luke International- Malawi

Key Responsibilities

• Lead in the procurement of goods, services, works, equipment, and other requirements in line with approved programme and operational plans.
• Develop and maintain annual, quarterly, and project-specitic procurement plans in collaboration with the organizational objective.
• Provide advice to departments on appropriate procurement methods, specifications, timelines, and documentation requirements.
• Coordinate with finance and programme teams to ensure procurement activities are aligned with approved budgets and work plans.
• Identify and prequalify reliable, qualified suppliers, service providers and contractors for approval by the Internal Procurement and Disposal Committee (IPDC), and maintain an up-to-date supplier database.
• Conduct market research to identify competitive prices, suitable suppliers, and emerging market trends.
• Obtain and evaluate quotations, bids, proposals, and tenders in accordance with LIN procurement procedures.
• Maintain professional and ethical relationships with suppliers while ensuring fairness, transparency, and equal treatment.
• Manage competitive procurement processes, including requests for quotations, requests for proposals, invitations to tender, and other approved procurement methods.
• Prepare and issue procurement documentation, including requests for quotations, tender documents, bid evaluation templates, purchase orders, and contracts.
• Coordinate bid and quotation evaluation processes and ensure evaluations are properly documented and supported.
• Ensure procurement decisions are based on approved evaluation criteria and provide value for money.
• Maintain strict confidentiality and integrity throughout procurement processes.
• Ensure compliance with LIN policies, donor rules and regulations, applicable Government of Malawi procurement requirements, and other relevant contractual obligations.
• Ensure appropriate approvals are obtained before procurement commitments are made.
• Maintain a clear audit trail for all procurement transactions including proper filling of documentations.
• Prepare and process purchase orders, contracts, and other procurement-related documentation as required.
• Coordinate with suppliers, programme teams, stores, finance, and administration to facilitate receipt and verification of goods and services.
• Ensure that goods and services received are verified against approved specifications, quantities, quality standards, and contractual terms.
• Support contract management and ensure that contractual obligations, deliverables, payment terms, and expiry dates are properly monitored.
• Maintain an organised procurement filing system for all purchase orders, contracts, quotations, bids, evaluations, approvals, delivery notes, invoices, and related documentation.
• Work closely with the administration to ensure procured goods are properly received, recorded, stored, and distributed.
• Support the procurement of office supplies, equipment, ICT equipment, programme materials, and other operational requirements.
• Ensure procurement activities are coordinated with inventory and asset management processes.
• Support periodic verification of procured assets and supplies where required.
• Work closely with the Finance Department to ensure procurement commitments are within approved budgets.
• Conduct price comparisons and market assessments to support cost-effective procurement decisions.
• Promote value for money through competitive sourcing, effective negotiation, quality assurance, and appropriate supplier management.
• Support reconciliation of procurement records with financial and payment documentation.
• Prepare regular procurement reports highlighting procurement activities, pending requests, supplier performance, challenges, and emerging risks.
• Maintain accurate procurement records and databases for management reporting and audit purposes.
• Support internal, external, and donor audits by providing complete and accurate procurement documentation.
• Provide guidance and orientation to LIN staff on procurement policies, procedures, documentation, and ethical procurement practices.
• Promote compliance with procurement procedures across all departments and projects.
• Work collaboratively with programme, finance, administration, HR, logistics, and other teams to ensure effective procurement planning and implementation.

Requirements

• Bachelor’s Degree in Procurement and Supply Chain Management, Logistics, Business Administration, Commerce, Finance, or a closely related field.
• Professional qualification or certification in procurement and supply chain management will be an added advantage.
• Minimum of 3-5 years of relevant experience in procurement, supply chain management, logistics, or a related field, preferably within an NGO, international development organisation, donor-funded programme, or similar environment.
• Demonstrated experience in competitive procurement processes, supplier sourcing, bid evaluation, contract management, and procurement documentation.
• Experience working with donor-funded projects and familiarity with donor procurement requirements is highly desirable.
• Experience with procurement planning, supplier performance management, and value-for-money approaches.
• Experience working with financial and procurement management systems or ERP systems will be an added advantage.
• Good understanding of the Government of Malawi procurement environment and applicable procurement regulations.
• Excellent communication and interpersonal skills, with the ability to work effectively with intemal teams, suppliers, service providers, auditors, government institutions, and development partners.

How to Apply