Administration and Procurement Officer Job in Malawi
WorldFish , Malawi

Position: Administration and Procurement Officer

Location: Lilongwe, Malawi

Application Deadline: 25 July 2021

Post level: Nationally Recruited Staff

Type of contract: Fixed term 1 year (option to renew based on performance and budget)

Language(s) required: English (proficient/fluent writing and oral skills)

ABOUT WORLDFISH

WorldFish is an international, non-for-profit research organization that works to reduce hunger, malnutrition and poverty by improving fisheries and aquaculture. With a 45-years track record of leading-edge science, WorldFish generates research evidence and innovations to inform sustainable practices and inclusive policies that enable better livelihoods and healthier diets for millions of poor people, particularly women, who depend on fish for food, nutrition and income. WorldFish is a member of CGIAR , the world’s largest global partnership on agriculture research and innovation for a food secure future. Headquartered in Penang, Malaysia and with regional offices across Africa, Asia and the Pacific, WorldFish leads the cross-disciplinary CGIAR Research Program (CRP) on Fish Agri-Food Systems (FISH).

ABOUT THE POSITION

The Administration and Procurement Officer will provide support to the Malawi Office and Program Team

The Successful Candidate will:

• Provide day-to-day administrative support to ensure smooth and efficient office operations.
• Support office administration, including financial, secretarial, record keeping and procurement processes in accordance with WorldFish policies and guidelines.
• Assist to identify and continually assess service providers and vendors to ensure effective and efficient office operations.
• Facilitate duty travel arrangements for staff/ projects (local and international travel).
• Provide support in organizing special events, meetings, workshops and conferences.
• Provide other administrative support and carry out general office management duties as required by the Country Leader.
• Managing office assets and ensure their appropriate insurance coverage, update of asset register and accountable use of the assets.
• Acts as bank agent for the Country Office.
• Prepare payment documents and submit to finance for processing.
• Coordinate and manage project transportation requirements and produce vehicle usage reports.
• Responsible for procurement activities in and out of country for different projects with the purchasing of goods and services in accordance with WorldFish policies and donor regulations and the Enforcement of procurement control via implementation of all relevant procurement processes and methods.
• Manage the entire tender process which includes but not limited to the followings; preparing RFQs, obtain quotations, make evaluations, recommend suppliers, liaising with procurement committee, issuing purchase orders and managing contracts.

Requirements

This job might be for you if you have the below skills and qualifications:

• Bachelor’s Degree in Business Administration or equivalent.
• At least 3 years’ experience in front office/office administration with an INGO.
• High level of organization and planning skills.
• Effective communication skills (oral and written).
• Knowledge in procurement and logistics.
• Computer literate, team player and good interpersonal skills.
• Proficient in the use of financial information systems; eg ERP, etc.
• Ability to work under pressure and adhere to deadlines with minimum supervision

Desired Skills and Qualifications

• Positive personality, flexibility and foresight to anticipate needed support.
• Proficient in MS Excel, Access and any other Microsoft application software.
• Knowledge of Accounting will be an added.

Benefits

This is a Nationally Recruited Staff (NRS) position and WorldFish offers a competitive remuneration package including (but not limited to) insurance coverage for staff and eligible dependents, provident fund contribution, paid leave and others.

Our Offer

The position will be based in Lilongwe, Malawi. Interviews are expected to be held by end of July2021 and only shortlisted candidate will be notified and expected to attend the interview session. The successful candidate should be available to commence as soon as possible for an initial of one (1) year fixed term contract, with the possibility of contract renewal depending on performance and funding situation.

How to Apply

Interested applicants are invited to submit the following information online latest by 25 July 2021:

• A cover letter including a 2-page (max) description of why you are an ideal candidate for this role referring to the key responsibilities and what you would bring to the role;
• A current curriculum vitae;
• Names and contacts (telephone and e-mail addresses) of three professional referees who are familiar with your qualifications and work experience. Your nominated referees ideally should have persons from each of the following category: direct supervisor, internal peer and/or direct report. None of referees will be contacted without your permission and only if the role is offered.

Screening will start immediately and will continue until the position is filled. Due to the high volume of applicants for WorldFish positions, we appreciate all interest, but only short-listed candidates will be contacted.

Our Gender, Diversity and Inclusion Commitment

WorldFish has seven offices across Asia, Africa and the Pacific, with more than 400 staff and 27 nationalities who contribute to a dynamic multicultural work environment.

WorldFish is committed to promoting a work environment where diversity and inclusion is valued and we seek to have gender balance in the organization. We aim to also seek balance across other diversity dimensions.

People in WorldFish are treated equally irrespective of gender, ethnicity/race, national or social origin, disability, religion, political affiliation, age, family size, marital status or any other form of personal identity.

We are an equal opportunities employer and strongly encourage qualified women and men from developing nations to apply.