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Operations & Procurement Manager

Date Posted: May 13, 2020

Job Description

The Smallholder Farmers’ Fertilizer Revolving Fund of Malawi (SFFRFM) is inviting applications from suitably qualified candidates of Malawi origin to fill the position of Operations and Procurement Manager tenable at its Head Office, at ULIMI House in Blantyre. The Operations and Procurement Manager will be reporting to the Chief Executive Officer.

The overall responsibility of the Operations and Procurement Manager will be to provide effective leadership to_ the operations and procurement team in the Fund. Specifically, the Operations and Procurement Manager will lead in planning the strategic direction in operations and procurement, including developing the operations and procurement plan, coordinating operations and procurement in Regional Depots (North, Central and South) operating as strategic business units. The Operations and Procurement Manager will also ensure that the Fund contains its procurement and operational costs.


The specific roles and responsibilities are in three categories: Logistics and distribution, warehousing and procurement as presented in the paragraphs that follow.


  • Planning and managing logistics, warehousing, transportation and customer services.
  • Liaising and negotiating with suppliers, manufacturers, retailers and consumers of Fertilizers and other farm inputs.
  • Developing a logistics and distribution plan of fertilizers and other inputs.
  • Overseeing distribution of fertilizers and other farm inputs according to the plan.
  • Maintaining a database of suppliers and negotiating the best deals for the organization in order to fulfill its business mandate.
  • Managing an efficient distribution strategy and the utilization of the fund’s fleet of vehicles assigned to operations and ensuring that these are only assigned to purpose of which they are intended.
  • Management of sub-contractors, transporters and any other vehicles that the fund may hire from time to time to fulfill its distribution strategy and ensure that the fund is not exploited by such arrangement.
  • Ensuring the timely delivery of stocks and inputs to all depots with maximum security.
  • Managing Marine Insurance and any other such stock Insurance covers as may be required to mitigate risk.
  • Keep track of quality, quantity, stock levels, delivery ‘times, transport costs and efficiency.
  • Arrange warehouse, catalogue goods, plan routes and process shipments.
  • Resolve any arising problems or complaints.
  • Supervise, coach and train warehouse workforce.


Management of the policy for the Fund’s warehouses and depot infrastructure, ensuring that:

  • Stocks held at each location are in conformity with the standing inventory control and procedures:
  • Stocks held are kept in good quality and well taken care of Transshipments between warehouses and depots are in conformity with the standing policies and guidelines and are done in a manner that is cost effective and efficient.
  • The Fund’s warehouse infrastructure is kept in good order and condition at all times.

1.3 Procurement

  • Directing, optimizing and coordinating full order cycle of Fertilizers and other farm inputs. Undertake strategic sourcing, procurement and supplier oversight of assignments within the framework of the Public Procurement and Disposal of Assets Act and Regulations.
  • Ensure accurate recording of all proceedings of Internal Procurement Committee where he/she serves as secretary to ensure timely production of IPDC minutes.
  • Coordinate the review of bid documents, evaluation of bidders with the Internal Procurement Committee, in liaison with the Public Procurement and Disposal of Assets Authority (PPDA) and suppliers.
  • Coordinate quarterly and annual stock taking programmes in Fund’s warehouses and continuously reviews stock balances in various warehouses of the Fund to avoid stock outs and leakages.
  • Produce consolidated reports on the Fund’s fertilizer stock levels, and insurance matters and submitting them to the CEO.
  • Initiate the scouting for new or additional farm inputs suppliers, and engaging them into consultations and negotiations with n the premise of Public Procurement and Disposal Act.
  • Produce tender documents, dossiers, responding to business proposals and enquiries.
  • Liaise with PPDA to ensure compliance with the Public Procurement and Disposal Act.
  • Work hand in hand with the IPDC, participate in negotiating with both financial institutions and suppliers within and outside the country on financial transactions to ensure that appropriate financing instruments are in place.
  • Liaise closely with the Regional Business Managers on the demand level for fertilizers and other farm inputs.
  • Negotiate with transporters on appropriate and favourable modalities for the shipment of fertilizer. other farm inputs. Answer to queries related to the Fund’s operational matters.


  • A Masters degree in Procurement and Logistics Management or Supply Chain Management obtained from a reputable university with three years post qualification experience.
  • A Bachelors Degree in Supply Chan Management or Procurement or Logistics obtained from a reputable University with 5 years post qualification experience.
  • Possess on of a professional qualification in Operations Management Procurement and Logistics with five years post qualification experience.
  • Five-years work experience in a senior management position in a reputable commercial organisation
  • Must be a registered member of the Malawi Institute of Procurement and Supply (MIPS).


  • Good knowledge of agricultural marketing, logistics and warehousing.
  • Understanding of the Public Procurement and Disposal of Assets Act and Procurement procedures.
  • Strong analytical skills.
  • Clear understanding of the business and legal environment of the industry.
  • Good grasp of the complex negotiations in international trade deals and contracts
  • Be self-starer, effective team player and demonstrated verifiable result-oriented track record.

(NB: when sending an application, please clearly indicate how you relate to the Qualifications,experience and person specification.)


Qualified and interested individuals should submit applications and detailed curriculum vitae with copies of certificates indicating their current postal and email addresses, telephone numbers and names of three (3) traceable referees in sealed envelopes clearly marked ” Vacancy: Operations and Procurement Manager” not later than 16:00 hours on Friday,29th May, 2020 to:

The Chairman,

Appointments and Disciplinary Committee

Smallholder Farmers Fertilizer Revolving Fund of Malawi


ULIMI House,

P.O. Box 2505,


For more information check: http://www.sffrfm.org

Only shortlisted applicants will be acknowledged

Skills Required

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Job Detail

  • Location
  • Company
  • Type
    Full Time
  • Positions
  • Apply Before
    30 May, 2020

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