Key Performance Goals
- Supervise the Procurement & Logistics Officer and the Administration Assistants
- Work closely with the IT Specialist to supervise IT service provider
- Supervise Office Cleaning and Security Service provider
- Manage the Office Lease Agreement, sub office and property insurances
- Fixed Assets Management – Office & Field
- Implement Pact’s procurement policies and procedures
- Training (Induct) all staff on procurement, policies and procedures
- Procure office supplies, stationery and equipment for Lilongwe Office & District offices.
- Support and oversee major programmatic and technical procurements to ensure compliance with Pact and USG approvals and processes.
Supervise the Procurement and Logistics Officer
- Coaching, mentoring and supervision of the Procurement and Logistics Officer
- Identifying training needs for the staff under his/her supervision.
- Conducting perfomanace reviews and evaluations for staff under their supervision.
- Onboard and train internal team members, Supervise and train internal team members on internal policies as needed.
Supervise IT service provider, Security & Office Cleaning Service providers
- Read & Interpret the SLA’s of IT services,Security & Office Cleaning services
- Manage delivery of services as per terms & conditions of the SLA’s
- Develop working relations with Service provider and their deployed staff
- Ensure that contracts are revised and/or renewed the in time.
- Contract new Service Providers as per Pact policies.
Manage the Office Lease Agreement and property insurances
- Read & Interpret the current Office Lease Agreement including field offices, if any
- Liaise with the Landlord regarding tenancy issues, including access control to the premises
- Identify, report and resolve all office maintenance issues within a short turn-around time
- Work with the Landlord on publicizing the Pact Brand (visibility) outside the premises.
- Ensure that all fixed and movable property, including vehicles, are adequately insured.
Fixed Assets Management – Office & Field
- Ensure that the Fixed Assets register is updated regularly as per USG & HQ requirements.
- Work closely with finance department on any asset dispositions of the organization.
- Capture field assets on Mosaic and compile supporting documentation for the submission.
- Ensure compliance with the branding plan as per USG rules & regulations
- Work with IT to track assets located in the field and in the Lilongwe office, and ensure they are functional
- Facilitate the re-distribution of assets from one location to another within Pact’s offices
- Work with HR, Programs & MERL to allocate working tools and re-collecting upon departure of staff.
Implement Pact’s procurement policies and procedures
- Study and interpret Pact’s procurement and related policies
- Lead on major programmatic procurements to ensure required approvals and compliance with Pact and USG regulations.
- Ensure procurement documentation and approvals for technical procurements are complete and aligned with internal controls and donor requirements and in coordination with ACHIEVE – DC Staff
- Adapt Pact’s procurement policy to Malawi conditions
- Formulate procurement committee(s) as and when necessary
- Manage the issuance and usage of blanket purchase orders
- Advice staff on the appropriate method of contracting
- Ensure that procurement of goods & services is always supported by approved budget and cash flow.
Procure office supplies, stationery and equipment forLilongwe Office & field offices
- Take monthly stock count of office supplies and place orders where necessary
- Ensure that field offices have adequate stationary as per program needs
- Support Program & MERL staff in organizing field events (trainings & workshops)
- Ensure that meeting venues have adequate supplies
- Support program teams in coordinating the delivery and distribution of procured items to end users, ensuring proper documentation and accountability
- Organize Pact branded supplies where necessary and if budget permits, in line with the branding & marking plan.
- Oversee procurement initiatives, including major programmatic procurements, liaising with external parties, coordinating deliveries, and ensuring items are delivered and accounted for according to approved processes.
