Career Opportunity

HEAD OF PROCUREMENT AND DISPOSAL: 1 position – Permanent

Grade                    :         N3

Reporting to           :         Chief executive Officer

Responsible for     :          Procurement Officer

                                           Assistant Procurement Officer

Purpose of the job:

To provide professional, quality and technical advice on procurement and support service to management and staff and ensure the procurement of quality goods and services for the National HIV and AIDS Response.

Duties and Key responsibilities:

1. Preparing Annual Procurement Plan
2. Procuring goods, works and services required by NAC in accordance with requirements of the PPDA Act.
3. Guiding user departments and Divisions in the preparation of Specifications and Terms of Reference for goods and services and tender evaluation process.
4. Preparing evaluation and selection reports and contract documents for approval by the Internal Procurement and Disposal Committee (IPDC).
5. Leading in negotiations of contracts and logistics related to procurement activities
6. Managing and monitoring supply and service contracts and logistics related to procurement activities.
7. Guiding Officers in conducting bid evaluations and ensure that procurement files are prepared for submission to the IPDC
8. Ensuring records and inventory reviews that include Procurement Audits are regularly conducted and that procurement databases and registers are maintained.
9. Preparing periodic procurement reports
10. Facilitating the clearance of tax exempt (where applicable) goods and services procured and coordinate effective communication/dialogue on the procurement issues with relevant GOM departments and agencies.
11. Organising and undertaking procurement trainings and workshops for staff involved in procurement and users.
12. Liaising with PPDA on all matters requiring their attention.
13. Procurement risk management planning, reporting and facilitating risk mitigation for the procurement division.                            

Academic, Professional Qualifications and Experience 

The applicant should possess the following

1. Masters degree in Procurement and supply Chain Management or Business Administration, or Business Management
2. Bachelor’s Degree in Procurement or Supply Chain and Logistics or Business Administration obtained from a recognized institution or Professional qualification with the Chartered Institute of Purchasing and Supply (CIPS).
3. Must be a duly registered member of Chartered Institute of Purchasing and Supply (MIPS)
4. Must be a full member of the Malawi Institute of Procurement and Supply
5. At least five years’ experience in Procurement and Disposal at Senior Level

Personal Specification

The applicant should possess the following attributes.

1. Have good interpersonal skills and ability to work with teams
2. Be in good standing with MIPS and is not under any investigation or undergoing a disciplinary process
3. Should have a solid grounding in the management of donor funded projects procurement.
4. Consistently stick to procedures and systems required by the Law and donors.
5. Be proactive and able to work under pressure
6. Have strong analytical skills, and computer literate.

HEAD OF ADMINSTRATION AND HUMAN RESOURCE: 1 position – Permanent

Grade                    :         N3

Reporting to           :         Director of Finance and Administration

Responsible for     :          Administration Officer

                                           Human Resource Officer

Purpose of the job:

To provide overall leadership and direction in the planning and provision of an efficient and effective human resource and administration support service to the core and support functions of NAC.

Duties and Key responsibilities:

1. Developing and implementing viable human resource and administration strategies, systems/processes and procedures for effective accomplishment of the strategic vision and corporate mission of NAC;
2. Formulating, reviewing and implementing sound HR management and administration policies and ensure they remain current on best practices, laws and regulations.
3. Undertaking regular corporate manpower/human resource planning in line with the skill requirements of NAC;
4. Overseeing management of staffing levels and ensure that optimal staff establishments are maintained;
5. Implementing efficient recruitment, selection, induction and placement programmes for all staff members in line with the skill requirements of NAC;
6. Undertaking regular compensation and benefit surveys and administer compensation and benefits
7. Managing performance management systems and ensuring completion of periodic, biannual and annual performance appraisals for improved employee attraction, motivation and retention;
8. Undertaking organisation wide periodic training needs assessment (TNAs), make annual budgetary provisions, plan and coordinating training and staff development activities in line with the priorities of NAC to ensure that staff maintain leading-edge skills at all times;
9. Handling industrial relations issues and facilitating the resolution of disciplinary and grievances cases;
10. Ensuring proper maintenance of personnel and staff establishment records;
11. Negotiating contracts with collaborating institutions including seeking legal opinion on matters relating to staff and HR management;
12. Coordinating supervision missions and managing exchange visits in liaison with the Heads of Departments and Divisions
13. Handling the insurance portfolio of NAC and ensuring that office services are available, the Commission’s assets are procured, insured and their utilisation, and transport is controlled
14. Preparing HR/administration budgets; and payroll management
15. Preparing job descriptions and continually reviewing, evaluating and grading staff positions with the Heads of Departments and Divisions
16. Assess, evaluate and provide for mitigating factors to all threats and opportunities relating to Human Resources and Administration function                         

Academic, Professional Qualifications and Experience 

1. A Master’s Degree in Public or Business Administration or Human Resource Management
2. A Bachelor’s Degree in Public Administration/Human Resources Management or related discipline
3. At least 5 years’ experience at senior management level

Personal Specification

The applicant should possess the following attributes.

1. Knowledge of all labour related laws, conventions and provisions applicable to Malawi;
2. Must have initiative and be resourceful with a high level of integrity. Must have an analytical mind, hardworking and can delegate responsibility, open-minded and willing to learn from the experiences of others.
3. High level of diplomacy, interpersonal skill and ability to work with teams of professionals
4. Self-motivated individual with the ability to work under pressure;
5. Able to plan and develop programs, analyze problems and assist other  division/section heads in carrying out HR functions.
6. Excellent administrative and communication skills and able to implement appropriate policy.
7. Able to make independent decisions and/or action required in meeting complex requirements of the job
8. Competent management and leadership skills.
9. Able to impart knowledge, motivate fellow workers, coach and counsel and appraise staff

 COORDINATION AND CAPACITY BUILDING – OFFICER: 1 position – Permanent

Grade                    :         N4

Reporting to           :         Head of Coordination and Capacity Building Division       

Purpose of the job:

To coordinate the multisectoral HIV-Response at National and Sub-National level

Duties and Key responsibilities:

1. Coordinating support to Local Council er Implementing Agencies in the development, implementation and monitoring of HIV and AIDS activities through the District Implementation Plans.
2. Facilitating and conducting gender, HIV and AIDS mainstreaming in all assemblies, strengthening of TWGs, Coordination structures and sectors.
3. Facilitating and coordinating capacity development initiatives for district HIV and AIDS activities through technical backstopping of the District Training Teams.
4. Facilitating monitoring, evaluation and reporting of HIV and AIDS interventions for Local Councils.
5. Coordinating regional and district review meetings for HIV and AIDS interventions
6. Supervising and providing technical support to technical subordinates and ensure that all assets are used effectively and efficiently.
7. Coordinating implementing partners at all district levels ensuring efficiencies and effectiveness.
8. Compiling consolidated monthly, quarterly progress reports and district HIV profiles
9. Developing district level strategic partnership development processes.
10. Any other duties on emerging HIV coordination and capacity building issues as determined by the head of division from time to time.

Academic, Professional Qualifications and Experience 

The applicant should possess the following;

1. A minimum of a Bachelor’s Degree in Social Sciences, Business Administration, Public Administration, or equivalent from a recognized institution.

• At least 5 years post qualification experience in HIV/ and AIDS programmes.

Personal Specification

The applicant should possess the following attributes.

1. Be a self-starter and require minimum supervision.
2. Possess strategic partnership development in all sectors.
3. Demonstrated written and oral communication skills including facilitation skills.
4. Experience in working with rural communities in designing, implementation and monitoring HIV and AIDS interventions.
5. Experience in computer packages such as word, Excel and power point.
6. Good interpersonal skills and ability to manage a team of professionals from different backgrounds.

ADMINISTRATIVE ASSISTANT – Permanent

Grade                    :         N6

Reporting to           :         Assistant Administration Officer

Purpose of the job:

To provide secretarial services to the Director and/or Directorate

Duties and Key responsibilities

1. Taking dictation, transcription, and composing correspondence for the Department and Division.
2. Maintaining the Director’s diary.
3. Handling telephone calls for the Department or Division
4. Arranging appointments and engagements and assisting in planning the Director and Department officers’ itinerary.
5. Making and coordinating the Director’s travel arrangements.
6. Filing the Director’s business correspondence.
7. Participating in preparing, collating, distributing Commission packs to Commissioners and Ex-officials.
8. Participating in the making logistical arrangements for Commissioners.
9. Controlling and monitoring Utility usage of telephones, consumables/ refreshments, and stationary in the Directorate
10. Consolidating work progress reports.
11. Welcoming visitors for the Director and other staff within the Department.
12. Operating office equipment.
13. Any other duties as assigned

Academic, Professional Qualifications and Experience 

The applicant should possess the following;

1. Minimum of Diploma in Secretarial Studies and Shorthand Certificate of 120 words per minute; plus
2. At least three (3) years practical experience in the relevant field.

Personal Specification

1. Good written and spoken English;
2. Good interpersonal skills and courteous;
3. Ability to use various operating office machines and equipment;
4. Be computer literate in Microsoft Word and ability to use the Internet.
5. Ability to communicate effectively with people of different levels.
6. Willingness to work after normal working hours and during weekends.
7. Having excellent oral and written communications skills

DRIVER : 3 positions – Permanent

Grade                    :         N7

Reporting to           :         Assistant Administration Officer

Purpose of the job :          

To drive NAC vehicles as and when required.

Duties and Key Responsibilities

1. Driving NAC’s vehicles as directed;
2. Ensuring that the vehicles are clean, secure and in good running condition at all times;
3. Maintaining an up to date vehicle log book;
4. Reporting service dates for vehicles;
5. Ensuring the vehicle has valid COF and insurance

Minimum Academic Qualification and Experience

1. Malawi School Certificate of Education (MSCE).
2. Valid Driving Licence
3. Defensive Driving Certificate.
4. Professional Drivers Permit

Person Specification

1. Ability to communicate effectively in English, both oral and written.
2. Should be physically fit of sober habits and good interpersonal skills.
3. Willingness to travel widely and work odd hours.
4. Have good eyesight.
5. Courteous to passengers and other members of the public.
6. Smart and presentable.

OFFICE ASSISTANT  : 1 position – Permanent

Grade                    :         N8

Responsible to       :         Administrative Assistant

Purpose of the job:

To support office management services of the Commission

Duties and Key Responsibilities

1. Managing File movement
2. Posting, Collecting and Delivering of mail
3. Preparing tea for staff
4. General cleaning of offices and related office items
5. Carrying out any other duties as maybe assigned

Person Specifications

1. Courteous
2. Time conscious
3. Good interpersonal and communication skills
4. Able to communicate in English and Chichewa
5. Experience in a busy office environment
6. Quick to respond to requirements
7. Honesty

Minimum Academic Qualification and Experience

The desired candidate must have the following

1. A minimum of a M.S.C.E
2. Knowledge in office procedures
3. At least two years’ work experience