Temporary Procurement specialist

Purpose of Post:

The Temporary Procurement Specialist is to strategically guide and lead the procurement function through all stages of the procurement cycle, from procurement planning through to execution in close coordination with the Contracts Specialist for execution and payments. The  Temporary Procurement Specialist will be accountable for a thoroughly documented, compliant, expeditious, effective, transparent, ethical and accountable procurements on behalf of the Foundation.

Oversees:  The Temporary Procurement Specialist will oversee a team of Procurement and Contract Officers who will be responsible for executing the processes and tasks related to procurement and contract execution.

Collaborates with: Contracts Specialist, Finance Manager, Regional Operations Manager and Programs/ Project Managers

RESPONSIBILITIES:

Develop and execute Procurement Strategy and Plan

• Lead in the design, development, and implementation of a procurement strategy that speaks relevantly to the macroeconomic operating environment in Malawi and the programmatic requirements. Responsible for market intelligence to identify and offset emerging supply chain risks through the identification of alternative competitive sources of supply.
• Develop a comprehensive, realistic, dependable consolidated annual procurement plan with input from key departments that sets in motion the procurement process of commodities and services minimizing ‘ad hoc’ and sporadic procurements, and capitalizing on economies of scale through consolidation of similar procurements. Ensure continuous review and updated procurement plan to reflect the status of requirements.
• Establish coordination processes to work seamlessly and collaboratively with other operations departments as well as programs in procurement execution to ensure an integrated internal controls framework, enabling consultative, transparent, technically proficient and compliant procurement decisions.

Procurement Execution

• Establishes and maintains a system for procurement, ensuring that accurate and detailed specifications are submitted in writing prior to initiation of the procurement process, seeking clarification where it is ambiguous so as to avert the procurement of incorrect commodities.
• Leads in the solicitation of quotes or proposals in line with the Foundation’s internal policies and procedures and donor guidelines in a fair, transparent, ethical, and accountable manner.
• Prepare and review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services and other procurement documents, ensuring strict adherence to applicable procedures, and accuracy and completeness of procurement supporting documents.

Procurement Compliance and Documentation

• Accountable for a thorough understanding of and compliance; with government, organizational and donor rules and regulations

• Responsible for all documents and donor prior approvals are obtained, completed, and filed for EGPAF’s procurement activities in line with USG and EGPAF regulations and approved budgets.
• Accountable for maintenance of complete, accurate and audit-trail procurement files to give the flow of the entire procurement process including clarifying notes as needed.
• Accountable for timely disclosure and documentation for process deviations or potential procurement risks. Responsible to seek guidance from the relevant support section.

Procurement Monitoring for Organizational effectiveness 

• Foundation procurement data systems and disseminate complete, accurate and relevant monthly procurement reports on user-friendly, standardized templates to support project management decision-making.
• Lead in the use of Foundation designed templates and tools, checklists.

Staff Management & Supervision

• Ensure development, update and adherence to Procurement policies and procedures within supervised employees
• Build staff capacity within the chain of command.
• Conduct performance appraisals for Procurement staff and ensure relevant and up-to-date job descriptions.
• Promote learning and development amongst Procurement staff through on-job training, mutually agreed upon professional development courses/tuition and coaching, and generally motivate staff to improve performance
• Model best practices, work ethics, skills, knowledge and integrity to the Procurement team.

Regional Sub Office Support

• Serve as the second-line supervisor for Procurement staff in Foundation sub-offices in Malawi.  In collaboration with the first line manager ensure the sub-office staff are up-to-date on global policies, procedures, processes, etc.  Ensure appropriate professional development for sub-office staff and participate in all performance-related tasks for these staff (interviews, work planning, appraisals, etc.). Conduct spot check on their works and identify areas for further support.
• Liaise with Regional Office Procurement Staff to ensure standard P&L policies and procedures are implemented in each office.
• Conduct Trainings and Meetings with Procurement Staff to build capacity and understanding of Procurement activities.
• Conduct visits to Field Offices to assist with implementation of Procurement activities and build capacity and understanding of staff.

Other Responsibilities

• Liaise with EGPAF HQ and Regional departments as needed to enhance efficiency, effectiveness and compliance.
• Updates and disseminates knowledge by studying existing and new regulations, participating in educational opportunities, reading professional publications and maintaining personal networks
• Ensure continuous innovations, adoption of best practices and regular reviews of procurement operations for optimal efficiency.
• Recommend any additional Procurement procedures/guidelines to the Associate Director of Operations for review, approval and adoption.
• Other duties as assigned