Procurement Officer Full Time

Job Description

The role of Procurement Officer will sit within the “Support & Administration Team’ which is responsible for ensuring that all operational and administrative aspects of the Programme run effectively. The Procurement Officer will assist the Operations Managers in ensuring that all procurement aspects of Mott MacDonald Blantyre Limited run effectively. Reporting to the Operations Manager, the Procurement Officer will be required to:

• Procurement Management
• Collaborate with various departments to understand their procurement requirements and align procurement activities with programme’s activity plans and budgets.
• Assist in managing the procurement processes and document decision-making processes in accordance with FCDO and MMB regulations and procedures.
• Critically analyse the completeness and accuracy of purchase before proceeding with the solicitation process.
• Submit complete, accurate and well-organised procurement documentation for review and approval and professionally follow up on pending reviews and approvals.
• Ensure that all quotations are solicited fairly, transparently, competitively, and ethically in line with FCDO and MMB policies and procedures.
• Maintain the LPO tracker by registering all purchase orders and updating stages and status.
• Assist in the development of comprehensive Procurement budgets based on the programme’s activity plans and subsequently monitor their implementation.
• Vendor Selection and Pre-qualification
• Assist in conducting due diligence reviews of selected vendors, including screening of all selected vendors through Insight Exiger.
• Assist in the selection of prequalified suppliers of goods and services, to promote good procurement practices with due regard to sustainability, ethical procurement standards and costing.
• Assist in conducting market surveys and vendor audits.
• Invoice Management
• Manage the invoice submission process and ensuring accuracy, compliance, and timely payment
• Verify invoices against purchase orders, analyse and resolve any differences by coordinating with vendors and internal stakeholders.
• Implement and maintain invoice tracker by timely updating invoice status
• Vendor Relationship Management
• Cultivate and maintain strong relationships with existing and potential vendors.
• Evaluate vendor performance based on key metrics such as delivery time, quality, and pricing, implementing improvement plans as necessary.
• Collaborate with vendors to negotiate favourable terms, resolve disputes, and ensure alignment with company standards and policies.
• Compliance and Documentation
• Ensure all procurement activities comply with relevant standards, laws, regulations, and FCDO and MMB policies and procedures.
• Maintain accurate and up-to-date records of procurement transactions, and vendor agreements and any other related communication on SharePoint.
• Prepare and submit regular reports on procurement activities, highlighting key performance indicators and areas for improvement.
• Market Research and Analysis
• Stay informed about market trends, pricing, and new products to make informed procurement decisions.
• Conduct regular market analyses to identify potential suppliers, assess their capabilities, and contribute to the development of a robust vendor portfolio.

Candidate Specification

• Detail-oriented with strong analytical and problem-solving skills.
• Ability to work collaboratively and independently in a dynamic environment
• Exceptional organisation and time-management skills
• Experience in procurement, logistics, administration, and operations management,
• Experience working for an international organization, preferably in the development/humanitarian sector; Preferably experience with a private sector FCDO supplier.
• Familiar with procurement standards and procedures
• Experience in setting up and maintaining procurement procedures and processes.
• Excellent oral and written communication skills in English.
• Manages to multitask and shift priorities effectively.
• Ability to use computer systems and standard office software reliably, including organising and setting up systems for maintaining office electronic records;
• Proven experience in programme procurement, operations and administration in Malawi and/or the region;

Qualifications

• Degree (ideally) in Procurement and Supply, Business Administration, Logistics and Supply and Chartered Institute of Procurement and Supply (CIPS) L4 Diploma.

Job Profile

Mott MacDonald is committed to improving people’s lives through creating and delivering tailored development solutions. We work in developing countries to alleviate poverty, establish good governance, and increase access, capacity and resilience in healthcare, education, water, sanitation, transportation, infrastructure and renewable energy – while safeguarding the environment and promoting human rights and gender equity.

We are an equal-opportunity employer and value diversity at our company. We do not discriminate, and take positive steps to create an inclusive culture

Strengthening the Teaching of Primary School Mathematics is a 5-year programme that aims to improve student learning outcomes in mathematics, so girls and boys have a solid foundation in basic skills to succeed in the rest of their schooling and fulfil their potential. The programme will provide technical assistance to facilitate the revision of the mathematics curriculum for lower primary (standards 1-4), develop corresponding teaching and learning materials, design teacher training strategies (including school-based support structures), rigorously pilot the new materials and training strategies, document impact, refine the materials and training strategies, and then oversee the national scale-up. The Programme will operate from the Malawi Institute of Education (MIE), based in Zomba during its pilot phase, and thereafter will be coordinated from the Ministry of Education, Science and Technology in Lilongwe.

Other Information

Equality, diversity and inclusion

We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute