# Procurement Officer

Canonical URL: https://primejobalerts.com/jobs/procurement-officer-10

Company: Palladium

Category: Administration & Office Support

Location: Malawi, Lilongwe

Work type: Full-time

Work arrangement: On-site

Published: 2026-09-30

Expires: 2026-10-14

## Job Description

VACANCY ANNOUNCEMENT@ PALLADIUM POSITION: PROCUREMENT OFFICER Location: Lilongwe Project Name: Growth Poles Project 2.0Duty Station: Lilongwe, MalawiDepartment: Subawards, Contracts & Procurement (Operations)Reporting to: Senior Manager, Subawards, Contracts & ProcurementHours of Work: 40 per weekType: Full timeDeadline to Apply: 14 October 2026 by 17:00hrs CATAnticipated Grade: Support III (Officer)Anticipated Start Date: November 2026Scope of WorkCompany Overview:Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world’s most pressing challenges. With a global team and network of experts, we help improve economies, societies and, most importantly, people’s lives. Project Overview:The Growth Poles Project 2.0 (GPP 2.0) is a five-year initiative (Oct 2023–Sept 2028) led by Palladium International and funded by Ireland’s Department of Foreign Affairs. It aims to accelerate inclusive, sustainable, and resilient wealth creation in Malawi by mobilizing private sector investments in agriculture and natural resource management. Its development objective is to advance a more inclusive, diversified, and resilient private sector that drives sustainable wealth creation while enhancing environmental and ecological diversity. Role Description:The Procurement Officer is responsible for the end-to-end procurement of goods, services, and minor works for Palladium’s Growth Poles Project 2.0, ensuring that all purchasing is conducted in a manner that demonstrates transparent value for money, is well documented, and is fully compliant with Government of Ireland requirements, Palladium’s procurement policies and procedures, and applicable Malawian law. Working under the direct supervision of the Senior Manager, Subawards, Contracts & Procurement, the Officer leads procurement planning, vendor sourcing and prequalification, competitive solicitation, quotation and bid evaluation, purchase order and procurement contract issuance, and delivery tracking for project goods and services. The Officer does not approve requisitions, select suppliers independently, authorize awards, sign contracts, certify receipt, or approve payments unless expressly authorized under the applicable delegation of authority. The Officer maintains complete, accurate, and audit-ready procurement documentation, supports vendor payment processing, and serves as the project’s day-to-day point of contact for procurement compliance and vendor management, working closely with the Subawards & Contracts Officer and Operations Associate.This is a full-time, 40 hours per week position based in the Project’s Lilongwe, Malawi office and will report to the Growth Poles Project Senior Manager, Subawards, Contracts & Procurement or their designee. Success in this role is measured by:Timely, compliant, competitive, and cost-effective procurement of project goods and servicesComplete, audit-ready, up-to-date procurement and inventory recordsPercentage of planned procurements initiated by the required date; average processing time by procurement method; percentage of procurement files complete at pre-award, payment, and close-out review; percentage of competitive procurements receiving the required number of responsive offers or an approved justification; percentage of deliveries completed on time and accepted without material defect; procurement savings or cost avoidance supported by documented analysis; and number and ageing of overdue procurement actions, contracts, and supplier corrective actions. Primary Duties and Responsibilities: Procurement Planning & SourcingDevelop and maintain the project’s procurement plan in coordination with technical and operations teams, forecasting upcoming needs for goods, services, and minor works.Source and pre-qualify vendors and suppliers; maintain and regularly update an approved vendor list/database, including vendor registration and compliance documentation.Draft and issue solicitation documents, including Requests for Quotations (RFQs), Requests for Proposals (RFPs), and Invitations to Bid (ITBs) for goods, services, and minor works, ensuring solicitations are clear, compliant, and competitive.Ensure that all quotations and bids are solicited fairly, transparently, and competitively, in accordance with Embassy of Ireland in Malawi requirements and Palladium’s procurement policies and procedures.Obtain quotations and process project micro-purchases as requested and respond to or escalate vendor queries during the solicitation period. Evaluation, Negotiation & AwardPrepare procurement requisitions and evaluation matrices; critically review purchase requisitions for completeness and policy compliance before proceeding to solicitation.Coordinate procurement evaluation committees, consolidate bid/quotation comparisons, and prepare award recommendation and selection documentation for goods and services procurement.Provide administrative and documentation support to procurement evaluation processes, including scheduling meetings, preparing minutes, capturing decisions, and maintaining signed evaluation records.Negotiate pricing, delivery terms, and contract terms with vendors and suppliers to ensure value for money and cost-effective procurement.Draft, review, and issue purchase orders and procurement contracts, and review draft procurement contracts prior to submission for signature to confirm alignment with project procurement policy.Lead procurement processes end-to-end, ensuring contract and purchase order terms align with project procurement policies and donor requirements. Procurement Execution, Delivery & Vendor ManagementTrack purchase orders and procurement contracts to ensure timely, cost-effective delivery of goods and services, and monitor deliveries against agreed terms.Coordinate the receipt and inspection of procured items with the designated technical recipient and the Operations Associate, verifying quantity and quality against purchase orders and specifications, and ensuring proper documentation and storage in coordination with the Operations Associate.Prepare complete procurement documentation packages (requisitions, quotations, evaluation records, purchase orders) to support vendor payment processing, coordinating with the Finance Officer and the Operations Associate on payment packages and delivery tracking.Monitor vendor performance and maintain vendor relationship records, addressing delivery, quality, or compliance issues as they arise.Work collaboratively with project teams to provide sound, compliant, and effective procurement guidance and solutions. Compliance & DocumentationEnsure procurement actions follow approved thresholds, delegated authority levels, required approvals, and segregation-of-duties controls.Conduct and document proportionate supplier due diligence before award and throughout the supplier relationship, escalating adverse findings, suspected fraud, collusion, coercion, conflicts of interest, or other procurement integrity concerns through the appropriate reporting channels.Obtain and maintain signed confidentiality, impartiality, and conflict-of-interest declarations from staff and evaluation committee members involved in procurement actionsMaintain a standardized procurement file checklist and verify file completeness before award, payment, and close-out.Maintain complete, accurate, and audit-ready procurement files and tracking systems, and document decision-making processes in accordance with Government of Ireland and Palladium’s regulations.Ensure that donor and project procurement procedures are adhered to, and that project colleagues are familiar with and trained on procurement requirements and processes, including maintaining a transparent process for receiving, recording, acknowledging, and escalating supplier complaints, bid challenges, and requests for debriefing, ensuring that responses are authorized, documented, timely, and consistent with confidentiality requirements.Support internal and external procurement audits and reviews by ensuring files are complete, well organized, and readily available.Submit complete, accurate, and well-organized procurement documentation for internal review and approval, and follow up on pending reviews and approvals to avoid delays.Prepare regular procurement status reports, procurement pipeline updates, supplier performance summaries, and procurement plan implementation reports for management review.Qualifications Education and ExperienceBachelor’s degree in Procurement, Supply Chain Management, Business Administration, Logistics, or a related field; equivalent professional experience will be considered.A minimum of 3-5 years of progressively responsible experience in procurement or supply chain management, with at least 2 years on an internationally donor-funded program (e.g., Irish Aid, EU, USAID, FCDO, or other bilateral/multilateral donors).Demonstrated experience managing competitive solicitation processes (RFQs, RFPs, ITBs), vendor sourcing, and purchase order/contract administration.Working knowledge of donor procurement rules and regulations and of Malawian procurement requirements.Professional procurement certification (e.g., CIPS or equivalent) and membership or eligibility for membership with MIPS or CIPS, are an advantage.Skills and CompetenciesStrong analytical and negotiation skills, including the ability to evaluate quotations and bids for price reasonableness and value for money.High attention to detail and strong documentation and file-management skills, with the ability to produce audit-ready procurement records.Sound judgment and integrity in handling competitive, confidential procurement processes.Strong organizational and time-management skills, with the ability to manage multiple procurement actions and deadlines concurrently.Exce

## Requirements

Apply by email: hrgpmw@thepalladiumgroup.com

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