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Job Description

Ministry of Health Program Implementation Unit

Background

The Ministry of Health (MOH) of the Republic of Malawi is a key partner to the Global Fund and GAVI for the fight of HIV/AIDS, Tuberculosis, Malaria (GFATM) and Vaccine preventable diseases. MOH serves as a Principal Recipient for GFATM grants and coordinates the implementation of grants activities. The Ministry of Health has in this regard a dedicated Programme Implementation Unit (PIU), set up under the Office of the Secretary for Health to manage the Global Fund and GAVI grants. This Unit provides quality assurance, oversight and guidance on routine management of projects funded under these grants.


The PIU is currently looking for energetic, creative and highly skilled professionals to fill up the vacant positions resulting from additional requirements in the new grants which will commerce in January 2021 and to replace vacant positions existing within the PIU.

The positions are tenable at the PIU offices place in the Community Health Sciences Unit (CHSU) in Lilongwe. The engagement will be for an initial period of two years, renewable subject to satisfactory performance, availability of funding and continued need.

Position: Procurement Assistant




Purpose of the position


Reporting to the Procurement Specialist, the incumbent will provide support for timely implementation of the procurement process in accordance to the procurement plan which will guarantee timely acquisition of goods, works and services guided by the applicable regulations. The incumbent will be reporting to the Procurement Specialist.


Summary of Key Functions/ Key Results Expected

  • Support implementing departments/units to compile procurement requirements and maintain a procurement register
  • Filling of procurement documents manually and electronically according to the GF and Government of Malawi Rules and Procedures for Procurement of Goods, Works and Services
  • Verify and make available documentation relating to procurement and disposal activities of the organization for easy use by all interested parties
  • Manage issuance, receipt and opening of bids expressions of interest and proposals from potential service providers, contractors and suppliers
  • Assist in organizing pre-bid or pre-proposal meetings and negotiation meetings
  • Maintain complete procurement files and records including all correspondence related to procurement activities and ensure that the records are safeguarded and properly kept for future reference.
  • Provide to the Finance department procurement documentation necessary for effecting payment to service providers of the organization.
  • Support the contract management through monitoring orders of supplies, goods and works, progress and delivery schedules and pointing out any shortcomings (in delivery, cost, quality and contract administration) to the Procurement Consultant
  • Assist the Procurement Team to Prepare, update and maintain the Contract Register
  • Assist in preparing procurement plans for Malaria, TB and HIV Programs on non-health products
  • Assist in preparing standard tender documents for both national and international bidding as required by PPDA
  • Assist in undertaking and overseeing the closing and opening of bids, maintaining the security and confidentiality of bids
  • Keeping contracts register up to date
  • Preparing and dispatching procurement documents to Finance for payment
  • Despatching procurement documents to finance for payment.
  • Verify that Procurement requests are in accordance to the approved Procurement Plan.
  • Proper labelling of files Custodial role of all procurement documents
  • Report immediately to the Operations manager any noted Fraud and Corruption or Governance issues involving Staff, Bidders or Consultants.

Professional and Education qualifications

  • A Bachelor’s Degree in Procurement & Logistics Management, Business Administration, Management or Finance.
  • Three years progressively responsible experience in procurement.
  • Working knowledge of procurement management in donor financed projects.
  • Good working knowledge of MS 365 (Word & Excel), MS teams and SharePoint, email application etc.


Core skills and competencies


  • Knowledge of procurement processes, policies and procedures
  • Strong emphasis on accuracy and detail
  • Ability to handle multiple projects simultaneously to meet goals and deadlines
  • Proficient in Microsoft Office programs, such as Exce
  • Good time management and organizational skills
  • Basic mathematical knowledge
  • Able to uphold and respect procurement ethics and to conduct activities with integrity.
  • A team player who demonstrates patience, flexibility and honesty.
  • Be willing and able to meet tight deadlines and including working long hours when required
  • A self-starter, who is able to plan and manage his/ her own work, takes initiative and strives to meet deadlines.
  • Be able to work in a multicultural environment.


Submission of Application

Interested candidates should send their applications including a detailed curriculum vitae, copies of certificates plus names of three traceable referees/ Telephone numbers by email to.-


Email: piu.hrmalawi@gmail.com  copies: ngracephiri65@yahoo.com  and naomimkonkholo@gmail.com 

Or

By sealed envelope submitted to

The Secretary for Health,

P.O Box 30377,

LILONGWE 3.

(Attention: The Director for Human Resource Management and Development)

Completed applications must be clearly marked with the title of the position he/she is applying for and be received by 03rd December 2020.


Skills Required


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Job Detail

  • Location
    Lilongwe
  • Company
  • Type
    Full Time
  • Positions
    1
  • Apply Before
    04 Dec, 2020

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