Procurement Support

• Support the conduction of market research to identify potential suppliers of goods/services, gather market pricing and prepare advertisements for placement of solicitations in newspapers and on web sites.

• Support the preparation and issuance of procurement documents such as request for quotations, analyze quotations, conduct the reference check process, and issue local purchase orders in accordance with the project’s policies and procedures.

• Support the documentation of receipt of goods/services purchased, ensure procurement files are up-to-date, and follow up with suppliers for tax and other documentation as required

• Assisst with the maintenance of a register of preferred vendors in each of the districts that Pact works in.

• Assist with the maintenance of asset/inventory register for Pact Malawi office and sub districts.

· Perform other tasks as assigned.

Administrative Support

· Arrange for and oversee the maintenance of office equipment.

· Assist the supervisor in ensuring that staff have access to, understand and use of all necessary administrative forms.

· Assist the supervisor in ensuring that all supporting documents for financial transactions are accurate and submitted to finance for processing.

· Assist the supervisor in ensuring that all correspondence and documents are properly copied and filed in accordance with filing system as directed by the supervisor.

· Liaising with all service providers concerning the service rendered or to be rendered.

· Take minutes at meetings and share with relevant stakeholders.

· Assist in maintaining the filing system (electronic and paper). This includes filing the final versions of activity materials on the Pact server and SharePoint site, on a monthly basis.

· Attend to reception area whenever the need arises.

· Assist with clearing and tidying of office storerooms.

• Assist with moving of furniture and or equipment at the office as needed from or to storage.

· Performs other adhoc duties as required.

Travel & Logistical Support

· Receive all travel requests and process them with designated travel agent/s and service providers.

· Ensure completeness of travel request form, including relevant authorizations and supporting documentation.

· Request quotations from Service providers and review them for reasonableness before preparing T/As.

· Ensure that Travel Advance Calculations on forms are correct then submit to Finace.

· Ensure relevant signatories sign documentation, copy for TLA files and submit original to finance for payment to vendor.

· Timely logging of all PO related items, commitments and expenses in the travel and logistics tracker.

· Ensure compliance with Pact travel policy and US Government rules and regulations in all departmental documentation e.g. Travel Authorizations, Service Provider Purchase Orders, and supporting negotiation memos.

· Assist with orientation and training of all staff members (current and new) on Pact travel and events policies and procedures, especially when revisions are made.

· Keep up with current travel notifications, venue changes and vendor feedback from travellers.

· Facilitate the collection and drop off travellers, Pact office staff and external visitors to and from their destinations whenever the need arises.

· Performs other adhoc duties as required.