Procurement Officer

Position/Employment type:

Procurement Officer

Organization/Reporting line:

Reporting to Head of Finance

Place of work/Travel:

GardaWorld Lilongwe, Malawi

Contact and Cooperation:

Internally: Main cooperation with the Finance Controller/Head of Finance, Senior Management, Credit Controllers, Heads of departments and sections

Externally:  Clients, suppliers

Job Summary:

The Procurement Officer will assist in the implementation of Procurement Strategies and Supplier Management. The role is responsible for the facilitation of activities of the Procurement Function across all areas of the business to ensure compliance with best practices, whilst cost-effectively and efficiently handling of vendors and maximizing value for money and maintaining GardaWorld standards.

The ideal candidate must be able to operate in a fast paced, profit oriented environment where cost control, accountability and internal controls are critical. This role requires strong financial understanding, inventory discipline and the ability to implement procurement systems that support operational efficiency and profitability

Key Responsibilities:

1. Strategic & Operational Procurement

-           Source and negotiate competitive pricing with suppliers

-           Ensure procurement activities align with approved budgets and cost control targets

-           Monitor supplier performance and enforce service level agreements

-           Identify cost-saving opportunities without compromising service quality

-           Manage the process of all company imports and clearing

2. Cost Control & Profitability Focus

-           Monitor purchase price variances and report savings or overruns

-           Support management in reducing operational costs.

-           Ensure all purchases are aligned to the correct cost centres and customer contracts

-           Work closely with Finance to enhance profitability reporting accuracy

3. Inventory & Stores Management

-           Establish and monitor controls to prevent theft, wastage and stock leakages

-           Detect misuse and theft of company assets and place measures to prevent them

-           Manage the movement of fixed assets

-           Investigate and report inventory variances

-           Ensure proper documentation of goods received and issued

4. Compliance & Internal Controls

-           Ensure procurement follows approved company policies

-           Maintain a clean audit trail for all purchases

-           Ensure proper LPO usage and adherence to authorization limits

-           Work closely with Finance during internal and external audits

5. Systems & Reporting

-           Utilize Microsoft Dynamics NAV (Navision) or equivalent ERP system effectively

-           Prepare procurement and cost reports for management

-           Track supplier balances and outstanding commitments

-           Maintain accurate vendor master data

Authority:

As directed and delegated by Head of Finance.

Accountability:

The Procurement Officer is accountable to the Head of Finance for their responsibilities stated in this job description. These responsibilities will be monitored and managed through the mid-year and annual performance review and supported through the monitoring of their KPI’s.

Competencies:

-  Strong commercial awareness and profitability mindset

-  Excellent negotiation and vendor management skills

-  High integrity and attention to detail

-  Ability to enforce controls and challenge irregular spending

-  Strong analytical and reporting skills

-  Advanced Microsoft Excel skills

-  Ability to work under pressure and manage multiple procurement requests

Qualifications & Experience:

• Bachelor’s Degree in either Accounting, Procurement & Supply Chain, Economics Business Management or any related field
• Minimum 3–5 years’ experience in procurement within a busy, profit-oriented organization
• Experience working in a structured corporate environment
• Strong understanding of financial controls and cost management principles
• Experience with ERP systems (Navision experience will be an added advantage)
• Membership to a professional grouping is a must