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Procurement Expert Malawi

Published on 06.05.2021


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Incorporated in 1987, International Business & Technical Consultants, Inc. (IBTCI) is an international development consulting company... read more

Job Ad & Profile Description

Position : Procurement Expert Malawi


We are International Business & Technical Consultants, Inc. (IBTCI), a global consulting firm working some of the most complex and impactful development problems worldwide. We work on programs that help government agencies, private companies and donors improve the lives of others. At IBTCI you will be part of an inclusive team that provides expert solutions and advice to understand and address critical problems while giving you opportunities to succeed and grow.

Job Title:                      Procurement Expert       

Department/Location: Malawi, Malawi                  

Reports To:                  Team Leader         

Type:                            Full-Time   

Classification:              Exempt                    


IBTCI is considering submission of a bid for the provision of Fiscal Agent Services (the “Services”) for the Global Fund to Fight AIDS, Tuberculosis and Malaria (the “Global Fund”) in Malawi. The Global Fund expects the work to begin on 1 August 2021, under the terms of the existing IQC contract mechanism held by IBTCI. The duration of the contract will be 3 years. The work order may be renewed, or additional work orders agreed, subject to the internal rules and regulations of the Global Fund and the availability of resources, and upon agreement of the parties, under the terms of the IQC.  To implement the Services, IBTCI is seeking to employ a qualified Procurement Expert to be part of IBTCI’s Fiscal Agent team if awarded the Contract in Malawi.


Essential Duties/Tasks and Responsibilities:  

The Procurement Specialist will assist the Fiscal Agent to:

  • Perform an initial review of the key procurement controls and identify weaknesses in the process;
  • Perform an oversight role to ensure key controls are effective on transactions (up to 100% sample selection based on risk and materiality);
  • Ensure purchase requisitions are duly signed by persons with the relevant authority and are in line with the specific activity under the approved budget and work-plan and represents value-for-money;
  • Review and approve requests for compliance with the minimum standards and applicable procurement guidelines and policies;
  • Observe the tender development and procurement process to ensure it does not favor specific suppliers, and act as an observer in the tender evaluation committee to ensure that the process is transparent and fair; and
  • Review supporting documentation with a view to identifying possible red flags of procurement fraud and corruption (e.g. conflicts of interest, excluding qualified bidders, narrow specifications).  Where possible red flags of fraud and corruption are identified, the Fiscal Agent team will report these findings immediately to the Global Fund.   

The procurement specialist will provide the following support to selected Principal Recipients (PRs)/ Sub- Recipients (SRs):

  • Plan procurement actions: forecast requirements, prepare terms of reference and specifications and draft procurement plans;
  • Execute full-cycle procurement actions: prepare bidding documents, manage tender processes, draft evaluation reports, draft contracts and coordinate contract negotiations;
  • Reporting: prepare procurement implementation reports;
  • Contract administration: advise user departments on contract interpretation and commercial practices, and address cases of bid challenges, contract claims and disputes, as required;
  • Document and address gaps within either the sub-manual dedicated to the procurement process or the procurement section of the Procedures Manual (as applicable) and discrepancies between what is required in such documentation and practice. The procurement specialist will document and implement solutions addressing these gaps and discrepancies;
  • Ensure strict adherence of procurement practice to the Global Fund-approved procurement plan and PR procurement process checklists, documentation and filing requirements;
  • Ensure observation of documentation quality and circulation requirements;
  • Highlight and address time gaps and bottlenecks in procurement and supply management processes, including delays in documentation and order approvals;
  • Ensure strict adherence to the approved procedures in respect of suppliers (up-to-date vendor roster, supplier information file, and database management);
  • Maintain costing data to enable budget holders to have easy access to prices for budget formulation; - ensure strict adherence to approved procurement advertisement procedures;
  • Set-up of workflows and systems (documentation and filing systems) where such systems are missing or inadequate;
  • Review and approve the invoices presented by a supply chain management service provider (independent service provider or central medical stores) after required verifications are carried out on the claimed expenses against the service contract. The Fiscal Agent shall sign the payment vouchers for all payments in a “no-objection” format; and
  • Review and approve the reasonableness of any costs associated with procurement of non-Health Products and services by the PR.
Required profile for job ad : Procurement Expert Malawi

Minimum Requirements:

  • A minimum of 8 years relevant experience in managing or advising on the procurement, supply and use of health and non-health products, particularly in developing countries with:
  • experience/expertise in assessing policies, systems and structures in the public and/or private health sector relevant for managing effective and efficient access to pharmaceuticals and other health and non-health products, particularly for AIDS, TB and malaria
  • experience/expertise in the procurement of health and non-health products including regulations and tendering process
  • experience/expertise in supply chain/logistics management systems;
  • experience in quantification and forecasting of health product needs in public health programs
  • a good understanding of AIDS, TB, malaria market dynamics and existing global supply challenges as well as international health products procurement and supply management practices, applicable national and international laws and recognized standards
  • good writing and analytical skills
  • must have good written and spoken English.


Required: A Graduate Degree (MSc. equivalent) in Public Health, Pharmacy, Medicine, or other related discipline.      

Desirable: Professional training in procurement and supply management (PSM) of health products, logistics and/or public health.

Preferred Knowledge, Skills and Abilities:

  • Global Fund Experience.
  • Fiscal Agent Services experience.
  • Experience in Malawi or similar countries and context.
Job criteria for job ad : Procurement Expert Malawi
Job category :
Transport, logistics
Industries :
Advice, audit, accounting
Employment type :
Permanent contract
Region :
Blantyre - Central - Lilongwe - Mzuzu - Northern - Southern
Experience level :
5 to 10 years
Educational level :
Spoken language :
Number of Position(s) : 1

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