The Procurement Assistant (PA) will support the Procurement function in the soliciting of quotes from approved vendors (RFQs, RFP), the completion of the selection matrix, legal documents of suppliers, and physical and electronic archiving. The PA will also support the coordination of goods deliveries to beneficiaries of the program and coordination of logistics under activities. This position will report to the Procurement Officer (PO) and will be located in Lilongwe

MAIN PURPOSE OF THE JOB:

• To provide the procurement support to all aspects of procurement functions.

Specific Key Responsibilities:

• Provide administrative support for procurement activities as requested by the program team or the PO.
• Support the PO in obtaining quotations either for activity budgeting or during activity
  implementation.
• Assist in the generation of the Requests for Proposals/Quotations, receive proposals or quotes, manage evaluation and selection, and complete the selection documentation.
• File all support documentation for procurements in Amref procurement management system and electronic files as appropriate.
• Assist in conducting due diligence of suppliers as per donor and Amref regulations.
• Assist in coordinating with the user departments and PO for purchase requests.
• Assist in the vendor relationship management and help maintain an up-to-date list of suppliers.
• Serve as liaison effectively between the program team, suppliers, PO, and finance team to provide the documentation needed to process payments.
• Attend IPC meetings and other meetings and provide note-taking support as requested.
• Support in documenting the delivery of materials, equipment and dispatching to the end users.
• Assist in tracking the status of all upcoming and ongoing procurement processes, and properly close out ones that have been completed.
• Any other duties as may be assigned

Requirements and Qualifications

• Diploma in Procurement and Supply is a must.
• Registered member of Malawi Institute of Procurement and Supply(MIPS)
• Minimum of 2 years work experience in procurement and supply
• Knowledge of international and national procurement regulations and local market conditions.
• Strong knowledge of contract terms and proven ability to negotiate terms and agreements and build and maintain networks with suppliers.
• Knowledge and experience in safeguarding issues with high level integrity

Competences& Skills:

• Strong understanding of procurement processes.
• Knowledge of the NGO sector and donor regulations.
• Ethical conduct in accordance with recognized professional and organizational codes of ethics
• Proficient and hands on experience in procurement Enterprise Resource Planning (ERP) applications (e.g. SAP, MS Dynamic Navision, QuickBooks) highly desirable.
• Ability to work independently and within a team to meet deadlines.
• Ability to handle multiple priorities required.
• Communication skills required.
• Knowledge of record keeping and filling.
• Proficient in MS Office package (Excel, Word, PowerPoint). Experience with supplier
  database management system.