PROCUREMENT MANAGER
Full Time
February 15, 2024
Lilongwe, Malawi
February 23, 2024

Company: Family Health Services (FHS)

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Overview

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Family Health Services (FHS), formerly known as PSI Malawi, has partnered with the government of Malawi through the Ministry of Health (MoH) since 1994 in safeguarding the health of Malawians by using private sector approaches to reconfigure healthcare delivery – (i) through directly delivering innovative social and behavior change communications, social marketing, and social franchising across a wide range of health areas including Reproductive Health, HIV, Malaria and water-borne disease prevention (ii) by playing a market facilitation role, approaching market challenges and opportunities with a system-wide lens that unlocks a self-sustaining market with multiple players that can prioritize, adapt and ultimately thrive without external assistance and funds.

While a local organisation with deep roots in Malawi, Family Health Services is globally connected; mainly through affiliation to Population Service International (PSI), a Washington DC-based non-governmental and non-profit making organization that boasts a global network of members across over 50 countries through which FHS continues to leverage capacities, learnings, and best practice to enhance activities in Malawi. To accomplish its mission, FHS is inviting applications from suitably qualified candidates to fill the vacant position of .

Reporting to the Head of Finance and Operations, the Procurement Manager shall be responsible for and accountable for The Procurement Manager is responsible and accountable for the overall effective delivery of all Procurement needs for the entire organization. Develops long term procurement strategies to support FHS programs and provide strategic leadership to the Officers in the Procurement department. Ensures effective coordination of service delivery and implementation of procurement in line with overall FHS strategic objectives. The Manager is also responsible for increasing the professional capacity of all Procurement and other program/ functional staff by providing constant on the job training and by conducting or organizing specific Procurement capacity development. S/he is responsible for developing and/or constantly reviewing procurement policies, develops effective procurement planning tools and ensures strict adherence to the same. S/he supports all procurement related audits and ensures Management Action Plans (MAPs) are implemented within the defined time frames. Specifically, he/she will be required to perform the following duties and responsibilities.

Strategic Management

  • Develop, implement and maintain long term strategies for the Procurement department.
  • Conduct periodic review of Procurement policies, develop, implement and maintain effective operating systems, procedures and guidelines and ensure homogeneity of their implementation.
  • Coordinate, supervise and monitor the procurement processes and tools, including the establishment and maintenance of a rational supplier database, drive supply chain efficiency of all functional aspects forward and ensure compliance with FHS needs, standards and policies.
  • Develop, implement Procurement efficiency mechanisms including procurement tracking system, Frame work agreements to ensure adequate supporting documentation, accuracy of and control over payments; ensure accurate and organized records as well as regular reporting and updating on all procurement activities to the line Manager and all requestors.
  • Coordinate, supervise and monitor international orders as well as all customs clearance activities for import of goods.
  • Facilitate the clearance of tax-exempt (Duty Waivers) where applicable for imported goods and services.
  • Ensure transparency, audit & donor requirement compliance and best value for money in the planning, designing, implementation and execution of procurement processes.
  • Develop, implement and maintain cost effective and efficient procurement management systems.
  • Design and maintain appropriate document management system for all Procurement transactions.
  • Ensure checks for preventing Terrorist Funding for Vendors using Bridger Insight is done on each and every procurement transaction.
  • Take responsibility for the day-to-day operations of the department, ensuring coordination and effective/timely delivery of goods and services to programs.

Technical Support:

  • In liaison with the finance team, ensure compliance to FHS policies on internal controls and conflict of interest.
  • Leads the Procurement team and ensure that all Procurement activities are well coordinated and all systems and procedures are fully complied with.
  • Ensure that effective Procurement planning protocols are put in place to enable the Procurement team to be strategic in the execution of their mandate.
  • Ensure transparency, fairness and correctness in bid evaluations and contract awarding procedures by fully involving the Internal Procurement Committee.
  • Assist departments in the development of procurement plans.
  • Produce monthly procurement reports for submission to the Senior Leadership Team and Program Managers.
  • Promote a policy awareness and compliance culture by building the capacity of non-procurement managers and staff on procurement policies.

Human Resources Management and Development:

  • Manage all Procurement staff members, participate in recruitment and carry out team building activities and performance management.
  • Identify staffing gaps and liaise with the Supervisor to initiate and approve recruitment and selection of suitable candidates to fill in the gaps.
  • Identify learning and development needs of the department and liaise closely with the Head of HR on delivery of those trainings.
  • Provide training to and update FHS staff on Procurement procedures and requirements and ensure that all new staff are accurately inducted on policies and procedures.
  • Coach and mentor Procurement staff on quality program support.

 Qualifications, knowledge, abilities, and skills.

  • Master degree in Procurement and Logistics Management, or Business Administration, Public Administration
  • 2 years post graduate experience. Professional Qualifications with the Chartered Institute of Purchasing and Supply (CIPS) or equivalent.
  • At least 5 years working experience in the same position or related position in a reputable organization, preferably an international NGO.
  • Malawi Institute of Procurement and Supply membership a must.
  • Prior experience with donor funded procurement procedures a plus.

 Mode of Application

Qualified candidates with the specified qualifications and experience should submit their electronic application letters and updated CVs with names and contact details of three traceable referees, through: jobs@fhs.org.mw indicating the job title, ‘’Procurement Manager’’ in the email subject line by Friday 23th February2024.

Family Health Services is an Equal Opportunity Employer and encourages applications from qualified individualsregardless of religion, color, sex, age, disability, sexual orientation, marital status, personal appearance, politicalaffiliation, family status or responsibilities, gender  identity, or expression, pregnancy or related medical conditions. Family Health Services maintains zero tolerance for child abuse, sexual abuse, or exploitative acts or threats by our employees, consultants, volunteers, contractors, or anyone associated with the delivery of our programs and services and takes seriously all complaints of misconduct brought to our attention.

 Disclaimer!

Family Health Service has become aware of scams involving false job offers. Please be advised: Family Health Services will never ask for a fee during any stage of the recruitment process. All active jobs are advertised directly in the newspapers or on vetted career websites. Official FHS emails will always arrive from a @fhs.org email address.

 If you are suspicious of anything, please report through  email to safeguarding@fhs.org.mw or  reportsqm@tip-offs.com;  or write a letter to Tip-Offs anonymous, P.O. Box 1726, Blantyre; or call/send SMS using Airtel/TNM/Access to 847