JOB DESCRIPTION

Description
Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.
Function
The Procurement and Administration Department in Malawi plays a crucial role in ensuring the smooth and efficient functioning of daily procurement and administrative requirements, managing resources, and supporting the organization”s mission and programs. It acts as the business support arm, delivering critical services through procurement and administration management.
The Procurement and Admin Officer is responsible for the procurement and administrative coordination of the Heifer Malawi office. This role provides oversight of all procurement and administrative activities, including travel, events, insurance, logistics, facility management, and fleet management. The position ensures that policies and procedures in all these areas are in place and followed for the smooth running of the office.
This is both an external and internal-facing role, making excellent customer service essential for success. The position requires a high degree of discernment for complex decision-making to ensure compliance and operational efficiency. The Procurement and Admin Officer reports to the Finance Director.
Responsibilities & Deliverables
A. Procurement (50%)
Draft specifications and performance standards for tenders and procurements.
In consultation with the Procurement Committee, evaluate suppliers, review quotes, and ensure competitive, value-for-money, and quality sourcing.
Monitor and document procurement activities, including RFPs and RFQs.
Ensure compliance with funder and organizational procurement policies.
Identify and resolve procurement process issues promptly.
Lead troubleshooting efforts related to vendor or order challenges.
Advise stakeholders on procurement risks and mitigation strategies.
Maintain procurement records and purchase databases.
Update and manage supplier information and relationships.
Research and evaluate new vendors to maintain quality and competitiveness.
Monitor inventory levels and ensure timely reordering of supplies.
B. Procurement Planning and Documentation (20%)
In consultation with all HPI departments, develop and manage the annual procurement plan.
Provide quarterly updates on adherence and compliance with the annual procurement plan.
In consultation with the Director of Finance, design strategies to improve turnaround processes in procurement to support timely project implementation.
Maintain accurate procurement documentation, including files on all issued RFPs, purchase orders, and contracts.
Maintain and update the list of pre-approved suppliers and ensure staff compliance.
Adhere to HPI and donor procurement policies and contribute to the development of workflow instructions and SOPs.
Track inventory and restock goods when needed.
C. Office Administration and Operations (20%)
Provide administrative support for efficient day-to-day operations.
Organize and execute office procedures and support visitors.
Manage office supplies and ensure efficient usage.
Manage correspondence and ensure accurate information flow.
Design and maintain filing systems for records, retention, and retrieval.
Participate in planning and executing Country Office events.
Identify and implement office process improvements.
Maintain an updated asset management register and ensure proper insurance.
Manage utilities and logistics support.
Oversee fleet management for the Country Office.
Ensure inventory is logged, tracked, and updated, preparing quarterly reports for submission.
Update and maintain the asset database, tagging equipment, logging it into the system, and tracking issuance to staff.
D. Learning and Development (5%)
Stay updated on procurement best practices, industry trends, and regulatory changes.
Participate in training sessions, workshops, and professional development programs.
Share knowledge and insights with the team to foster continuous improvement.
Document lessons learned from procurement processes and implement improvements.
E. Other Duties (5%)
Perform other job-related duties as assigned.
Minimum Requirements
Bachelor’s degree in a relevant field (Business, Procurement & Logistics).
Minimum 3-5 YEARS of relevant experience.
Procurement or relevant administration qualification certification.
MIPS Professional membership.
Preferred Requirements
Experience in Office Administration.
Strong negotiation skills.
Time management skills and ability to multi-task and prioritize work.
Experienced in inventory control and management.
Communication and Interpersonal Relations.
Resource management.
Experience in tendering and working within procurement regulations.
Key Behavioural Competencies
Accountability
Professional Excellence
Humility
Customer Orientation
Empathy
Innovation
Deadline for Application: 14th September 2025.