by Yvonne Kamphantengo

In the current economic climate, Malawi cannot afford procurement inefficiencies or corruption. Procurement Audits are a cornerstone of fiscal responsibility, economic justice, and Public confidence. They ensure that every public contract whether for school desks, medicines, or roads serves the people, not private interests.

As Malawi navigates a difficult economic period characterized by inflation, high debt levels, and constrained public resources, there is an urgent need for smarter, more accountable management of public funds. In this context, Procurement Audits are not just a bureaucratic formality; they are an essential tool for ensuring Value for money, fighting Corruption, and restoring Public trust in government and Private institutions.

The Centrality of Procurement in Malawi’s Public Spending

In Malawi, public procurement accounts for over 60% of the national budget, covering critical sectors like health, education, infrastructure, and agriculture. With such a high proportion of taxpayer money spent through procurement, any leakage, inefficiency, or malpractice has a direct and devastating impact on service delivery and economic development.

Yet Malawi has faced challenges ranging from overpricing and collusion to contract underperformance, ghost suppliers, and lack of competition. In such an environment, procurement audits offer a powerful corrective mechanism.

What Are Procurement Audits?

Procurement audits are systematic reviews of the procurement process to assess whether:

• Procedures were followed in accordance with the law
• Contracts were awarded transparently and fairly
• Public funds were used efficiently and effectively
• The outcomes delivered matched the value paid

They help identify gaps, weaknesses, and irregularities be they procedural, financial, or ethical and recommend improvements or sanctions where needed

Why Procurement Audits Matter Now More Than Ever for Malawi

1. Safeguarding Scarce Resources

Malawi is facing fiscal pressure, with limited donor support and high debt servicing costs. Every kwacha must count. Procurement audits help ensure that:

• Funds are not lost to overpricing or substandard delivery
• Projects deliver real impact
• Cost-saving opportunities are identified and institutionalized

2. Fighting Corruption and Restoring Public Trust

Corruption in procurement erodes trust in government. When audits reveal and help address malpractices, they:

• Deter corrupt behavior
• Promote accountability among public officials and suppliers
• Send a clear signal that misuse of funds will not be tolerated

3. Promoting Value for Money

Audits do not just detect wrongdoing; they also measure performance. This helps ministries, departments, and agencies:

• Improve planning and contract management
• Ensure that goods and services are delivered on time and to the expected quality
• Avoid wasteful spending and duplication

4. Boosting Donor Confidence and Investment

Development partners and investors are closely watching how Malawi manages its finances. Robust procurement audits:

• Demonstrate fiscal discipline
• Reassure donors that aid and loans are used properly
• Open doors to increased financial support and technical cooperation

5. Strengthening Institutional Capacity

Audit findings can be used to build stronger procurement systems by:

• Training procurement officers
• Revising internal controls and procedures
• Introducing automation and digital tools for better oversight

The Role of the New Government and Oversight Institutions

The new administration must prioritize and empower Procurement Audit functions both within the National Audit Office (NAO) and through Internal Audit Units across ministries and state-owned enterprises.

Key actions should include:

• Mandatory Procurement Audits for all Public entities
• Deliberate policies to promote Procurement Audits
• Ensuring timely publication and follow-up of audit reports
• Private and Public Partnerships to enable Specialized Procurement Auditors conduct Audits in Public Institutions.
• Deliberate awareness on differences between Financial Audits and  Procurement Audits

By Yvonne Kaphantengo

As Malawi charts its ambitious path towards achieving the Malawi 2063 Vision a prosperous, self-reliant, and industrialized upper-middle-income nation, it is imperative to recognize and elevate one of the most powerful enablers of this transformation: An Effective Supply Chain and Procurement System.

Traditionally perceived a an administrative or back-office function, Procurement and Supply Chain Management (SCM) must now be repositioned at the core of national development strategy. As aptly put by one of the experts Kenneth Bwanali in one of his online articles “Procurement and supply chain management should be seen as strategic levers for national progress, not merely administrative functions.” This mindset shift is vital if we are to actualize Malawi 2063.

Procurement: The Foundation of Development

Public procurement accounts for a significant portion of Malawi’s national budget. Every school built, every hospital stocked, every road constructed, and every public service delivered is anchored in procurement. Therefore, inefficiencies, corruption, or poor planning in procurement have a direct and detrimental impact on development.

To move forward, Malawi must establish effective and transparent procurement systems that prioritize value for money, sustainability, and accountability. This means moving beyond lowest-cost considerations and focusing on total life-cycle cost, quality, and long-term national benefit.

The Role of Procurement Audits

Another cornerstone of an effective supply chain is robust procurement auditing. Regular, independent audits of procurement processes and decisions serve as critical accountability tools. They help uncover wasteful spending, expose corruption, and identify gaps in compliance with laws and policies.

By institutionalizing procurement audits across government ministries, departments, and agencies, Malawi can bolster public trust, enhance donor confidence, and ensure that every Kwacha is spent wisely. Strong oversight mechanisms are not a hindrance to progress they are its backbone.

Embracing Modern Supply Chain Systems

The path to Malawi 2063 demands a complete overhaul of outdated manual systems that currently dominate supply chain operations in the public and private sectors. Modern, data-driven supply chain systems allow for real-time visibility, demand forecasting, inventory optimization, and risk management ,all essential for a resilient economy.

Whether it is the timely procurement of agricultural inputs, the distribution of pharmaceuticals, or transparency, and agility

Digitalization: A Strategic Imperative

The digital revolution is redefining supply chains globally, and Malawi must not be left behind. Embracing e-procurement, blockchain, artificial intelligence, and data analytics can vastly improve transparency and eliminate inefficiencies in procurement and logistics.

Digital tools not only reduce human error and the risk of corruption, but they also allow for better planning and responsiveness traits crucial in sectors like health, education, and agriculture.

To that end, investment in digital infrastructure, ICT skills, and regulatory reforms is essential. Our youth, who form the backbone of Malawi 2063, must be equipped with the technological competencies to lead this digital supply chain transformation.

Building the Malawi We Want

The vision of Malawi 2063 is bold and promising but it cannot be realized without strategic, efficient, and transparent procurement and supply chain systems. These systems are not merely tools to spend public funds; they are engines of national development, drivers of industrialization, and protectors of public resources.

Let us therefore reimagine procurement and supply chain not as administrative burdens, but as national levers of transformation. Through effective supply chains, we can unlock the full potential of Malawi’s resources, serve citizens better, and bring the dream of Malawi 2063 within reach.

the sourcing of infrastructure materials, digitized and integrated systems enable efficiency,

“If we want the Malawi we envision, we must build it with the tools of accountability, strategy, and innovation. And supply chain is one of those tools.”

This article has been featured in the business review section of The Nation Newspaper dated 25/09/2025

In a groundbreaking collaboration aimed at strengthening procurement practices across Malawi, local consultancy Procurement firm-Auditors , YvesPro Consult and International Technology firm Emere have partnered to promote the adoption of e-Procurement systems. Their joint initiative is focused on helping organizations reduce costs, combat fraud, and manage procurement risks more effectively through digital transformation.

“Every kwacha misspent weakens essential services,” says Yvonne Kaphantengo, Managing Partner at YvesPro Consult. “Our partnership with Emere gives institutions a powerful combination ,strategic audit expertise and digital tools that stop irregularities before they start.”

According to Kaphantengo, the collaboration was born out of a growing demand for transparent, cost-effective procurement systems that can stand up to public scrutiny. With increasing pressure on both public and private sectors to deliver value and accountability, there is no better time for organizations in Malawi to embrace e-Procurement.

The True Cost of Procurement Risks

Procurement is often one of the largest areas of expenditure for any organization. Global studies, including those from the World Bank and Transparency International, estimate that 30–40% of an organization’s total budget is spent through procurement. However, up to 30% of that can be lost due to fraud, mismanagement, and inefficiencies.

To put it into perspective, consider a medium-sized organization with an annual budget of US$3 million. If one-third of that budget US$1 million is allocated to procurement, even a conservative fraud or leakage rate of 10% represents a loss of US$100,000 every year. Traditional audits typically recover only a fraction of these losses. Data from the Association of Certified Fraud Examiners (ACFE) shows that conventional audits detect only 4% of fraud cases, particularly missing irregularities that occur during tendering and vendor selection stages. “These gaps in oversight are exactly what we’re addressing,” says Ken McCarthy, CEO of Emere. “Our platform is built not just to track procurement activity, but to actively prevent collusion, kickbacks, and conflicts of interest before they occur.”

A Preventive Approach to Fraud and Waste

The Emere-YvesPro initiative takes a two-pronged approach to risk reduction.

• YvesPro Consult brings deep local knowledge and auditing experience, helping organizations identify procurement weaknesses and implement reforms. Their team specializes in procurement process reviews, supplier vetting, and policy alignment with international best practices and Capacity building and Supplier due diligence processes.
• Emere, on the other hand, provides a cutting-edge e-Procurement platform designed to automate and secure the entire procurement lifecycle. Features include:
  • Structured vendor onboarding to reduce the entry of fake or unqualified suppliers
  • Mandatory conflict-of-interest declarations for all stakeholders
  • Blind bidding and automated sourcing to remove bias and favoritism
  • Immutable audit trails that log every transaction in real-time
  • Data analytics , helping to identify suspicious activity

This powerful combination of expertise and technology provides a compelling case for shifting away from paper-based or loosely controlled procurement processes.

Changing the Conversation Around Procurement

Beyond deploying technology, the partnership is also launching an awareness campaign aimed at public sector bodies, NGOs, and private companies in Malawi. Through workshops, webinars, and policy dialogues, YvesPro and Emere aim to educate decision-makers on how e-Procurement not only reduces risk but also improves efficiency, competitiveness, and service delivery.

“There’s a lingering perception that adopting e-Procurement is expensive or complex,” explains Kaphantengo. “But in truth, the costs of not modernizing are far higher. Procurement fraud is a silent drain on resources and it’s preventable.”

The awareness campaign will also target procurement officers and finance teams, providing practical guidance on how to transition to digital systems. Organizations will be shown how to start small by digitizing tenders or vendor registration and gradually scale up as capacity grows.

Local Solutions, Global Standards

While Emere is an international firm , McCarthy emphasizes that the system has been tailored to meet local Malawian regulatory and operational needs. “This isn’t a one-size-fits-all tool,” he says. “We’ve worked closely with YvesPro to ensure our solution is both globally credible and locally relevant.”

Already, several early adopters including health sector NGOs and district councils, have expressed interest in piloting the platform. Feedback from these stakeholders will be instrumental in refining the rollout and ensuring long-term sustainability.

Looking Ahead

The YvesPro–Emere partnership is a strong example of how local expertise and international innovation can combine to address critical governance issues. As Malawi continues to pursue economic reforms and public sector modernization, procurement reform stands out as a key area where real savings and real accountability can be achieved.

For organizations still relying on manual processes, the message from YvesPro and Emere is clear: The future of procurement is digital. And the future is now.

By : Yvonne Kaphantengo -YvesPro Consult  & KenMc Carthey – Emere Digital Solutions .

 Introduction

Welcome, and thank you for joining us. Successfully responding to tenders is one of the most effective ways for SMEs, contractors, and suppliers to secure new business, increase revenue, and establish long-term credibility. However, many capable businesses are often disqualified before their financial proposals are even considered, not due to a lack of expertise, but because their submissions fail to meet the required structure or do not adequately address the client's needs.

To help bridge this gap, YvesPro Consult conducted a focused two-day Tender Preparation Workshop in September 2025 in Lilongwe, specifically designed for SMEs, contractors, and suppliers. What follows is a concise and practical summary of the key insights, steps, and tools shared during the workshop, designed to help your team prepare responsive, compliant, and competitive bids.

Why tender preparation matters (and what’s at stake)

Tendering is a structured and regulated procurement process. In Malawi, and under the broader public procurement framework, bids are evaluated against clearly defined legal, technical, and administrative criteria, not solely on price.

Unfortunately, many capable suppliers are routinely disqualified for entirely avoidable reasons such as incomplete documentation, incorrect formatting, or late submission. These oversights can result in the elimination of otherwise competitive bids before they are even fully considered.

Effective tender preparation bridges the gap between technical capability and procurement success. It transforms a supplier’s expertise into a compelling, compliant, and responsive bid; one that directly addresses the buyer’s requirements, clearly demonstrates capacity, and aligns with the stated evaluation criteria.

Key lessons from the workshop

1. Understand the Evaluation Process and Tailor Your Bid Accordingly

Tender evaluation generally follows a structured four-phase process:

1. Preliminary Evaluation: This initial stage checks for basic compliance, including completeness of documentation and responsiveness to mandatory requirements.
2. Technical Evaluation: Evaluators assess the proposed methodology, staffing, equipment, and overall technical compliance with the tender specifications.
3. Financial Evaluation: Focuses on pricing, cost realism, and value for money.
4. Post-Qualification Stage: A due diligence phase where the procuring entity verifies the accuracy and authenticity of the information provided in the bid.

A clear understanding of these stages enables bidders to structure their submissions strategically, ensuring that all mandatory requirements are met early on, and that their technical strengths are effectively highlighted for evaluators during the detailed review.

2. The Standard Bidding Document (SBD): Structure and Essential Components

The Standard Bidding Document (SBD) serves as the foundation of all public procurement processes. During the workshop, facilitators provided a comprehensive walkthrough of the SBD, covering its full structure from Section 1 through Section 9 and emphasized the key documents that evaluators expect to find in every compliant submission.

Essential components typically include:

• Bid Submission Sheet
• Price Schedule Forms
• Bid Security or Bid Declaration Forms (where applicable)
• Payment Terms and Conditions
• Technical Specifications and Compliance Sheet
• Declaration of Beneficial Ownership
• Power of Attorney
• Manufacturer’s Authorization (if required)

Understanding the structure and content of the SBD is critical to ensuring your bid is complete, compliant, and positioned for successful evaluation.

3. Practical Guide: How to Prepare a Responsive

Step-by-Step Approach

1. Thoroughly Review the Bidding Document
   Before making a purchase or committing to respond, obtain and carefully review the entire bidding document. Pay particular attention to the Bid Data Sheet (BDS), Evaluation and Qualification Criteria, and the Statement of Requirements.

2. Create a Comprehensive Compliance Checklist
   Develop a checklist capturing every required item: documents, certificates, declarations, and forms. This becomes your working tool to ensure completeness and compliance.

3. Set Internal Deadlines and Allocate Responsibilities
   Establish internal timelines for key activities such as finalizing pricing, securing bid securities, gathering qualification documents, and compiling eligibility evidence. This ensures sufficient time to request and obtain third-party documents (e.g., Manufacturer’s Authorization), and to verify that each document meets regulatory and tender requirements.

4. Draft Early, Review Thoroughly
   Prepare your full bid package well in advance. At least one week before the submission deadline, cross-check the package against your checklist to identify and address any gaps.

5. Request Clarifications Promptly
   If any aspect of the tender document is unclear, seek clarification from the procuring entity. Never make assumptions. Early engagement allows you to respond accurately and avoid disqualification due to misinterpretation.

6. Present Your Bid Professionally
   Organize your bid using a clear structure, including a table of contents, section labels, and a logical layout. A well-presented bid enhances readability and facilitates evaluation.

Strategic Decision-Making: Should You Bid?

Before committing to any tender, conduct a realistic assessment:

• Research the Procuring Entity
  Understand the client’s background and expectations. Confirm that the scope of work aligns with your firm’s capabilities and strategic priorities.
• Position the Bid as a Sales Document
  Treat your submission as a persuasive proposal, not merely a technical report. Mirror the language and structure used by the procuring entity, and ensure evaluators can easily locate key responses and evidence.
• Be Honest About Capacity
  If your firm lacks specific qualifications, such as personnel, equipment, or past project experience, consider partnering or sub-contracting, provided you comply with the applicable PPDA regulations on joint ventures and subcontracting.

Common Reasons Bids Fail and How to Avoid Them

The workshop highlighted several recurring mistakes that lead to disqualification, even among otherwise capable bidders. Avoid the following pitfalls:

• Non-Compliance with Mandatory Instructions
  Omitting required forms, such as bid security, declarations, or failing to use the prescribed formats.
• Incomplete Documentation
  Missing certificates such as tax clearance, business registration, or other required legal documents.
• Weak Technical Proposals
  Submitting generic or copy-pasted content that lacks project-specific methodology, implementation details, or supporting evidence.
• Pricing Errors
  Mistakes in calculations, unrealistic pricing (either excessively high or suspiciously low), or failing to use the required format.
• Late Submission
  Delivering the bid after the deadline results in automatic disqualification, regardless of content quality.
• Failure to Address Evaluation Criteria
  Omitting critical components such as detailed methodology, staffing plans, or work schedules as specified in the evaluation framework

Practical Factors That Turn Bids Into Winning Proposals

Just as illnesses affecting society often have known remedies, the frequent failure of bids in public procurement can be addressed with practical, proven strategies. During the workshop, facilitators shared essential tips that consistently contribute to successful tender outcomes:

• Rigorous Compliance Checks: Use a detailed final checklist to ensure all required documents, forms, and attachments are included before submission.
• Clear, Tailored Technical Proposals: Craft proposals that speak directly to the client’s requirements, backed by relevant documentation such as CVs, equipment lists, and certifications that demonstrate your firm’s capability.
• Competitive and Realistic Pricing: Base your pricing on thorough market research and accurate costings. Engaging a pricing professional is strongly recommended where necessary.
• Professional Presentation and Structure: Use a clear layout, with a table of contents, labeled sections, and a reader-friendly format to make your submission easy to navigate and evaluate.
• Early Preparation and Timely Submission: Begin the bid preparation process well in advance to avoid last-minute errors and to allow for a thorough quality review.
• Value Addition: Stand out by highlighting innovations, operational efficiencies, or additional benefits that enhance your offer beyond the basic scope.

Smart Systems and Team Practices: Enhancing Bid Readiness

In addition to the practical steps above, the workshop also emphasized internal systems and team practices that can streamline the bidding process and improve your chances of success:

• Maintain a Bid Library: Keep up-to-date standard documents such as tax clearance certificates, business registration records, templates, and team CVs in a centralized, easily accessible location.
• Assign a Bid Compliance Officer: Designate a team member to review the checklist and ensure every bid is complete, compliant, and ready for submission.
• Invest in Writing and Collaboration: Encourage internal collaboration and build bid writing skills across your team. Well-written, clearly structured proposals improve readability and scoring.
• Track Pricing Data: Maintain a regularly updated pricing spreadsheet or consult a pricing specialist to minimize calculation errors and ensure your offer remains competitive.

Important Regulatory Notes for Suppliers

Understanding the Public Procurement and Disposal of Assets (PPDA) evaluation framework is critical. Bids are assessed across multiple phases, and lowest price alone does not guarantee success. Proposals must meet all compliance, technical, and financial evaluation criteria.

Additionally, it is important to note that the PPDA Act has been revised from the 2017 Act to the updated 2025 version. Bidders must ensure they are referencing and complying with the latest legislative provisions and requirements.

How YvesPro Consult Can Support Your Team

At YvesPro Consult, our experience conducting procurement audits has revealed a consistent pattern of bid failures rooted in non-compliance and avoidable oversights. To address this, we offer tailored services designed to strengthen procurement capabilities and improve tender outcomes:

• Procurement and Forensic Audits
• Procurement Advisory and Tender Readiness Support
• E-Procurement Systems Implementation
• Capacity Building and Supply Chain Training
• Global Sourcing and Supplier Management Support

If your team struggles with bid structuring or compliance, YvesPro can help develop compliant templates, conduct mock bid reviews, and coach your team to improve both responsiveness and competitiveness in future tenders.

Conclusion and Next Steps

Success in tendering is never accidental. It is the result of discipline, preparation, and strategic alignment with the client’s needs. By applying the insights and tools shared during this workshop, SMEs, contractors, and suppliers can elevate their bids from routine submissions to winning proposals that stand out to evaluators.

At YvesPro Consult, we believe that every capable business deserves a fair opportunity to compete and succeed. Our mission is to equip your team with the knowledge, systems, and tools needed to ensure compliance and highlight your strengths in every submission.

If you would like YvesPro to deliver this workshop for your organization, conduct a pre-submission compliance review, or provide hands-on support with tender preparation, get in touch with us today. Let’s work together to position your business not just to participate, but to win.

https://drive.google.com/drive/folders/1weODjLP_QqurOsJr1PU-e9ctMVIuEIk_

The link attached above holds photographic highlights of our Tender preparation workshop that took place on the 11th and 12th of September at Crossroads Hotel Lilongwe.

Insights from the workshop and resources inside

Introduction

Hello Friend and welcome,

With increasing concerns about climate change, plastic pollution, and waste management challenges in Malawi, businesses are being called upon to adopt more sustainable practices. Green Procurement is one such solution, focusing on purchasing environmentally friendly products and services to reduce waste, limit pollution, and contribute to a healthier planet.

In this month’s newsletter, we’re excited to share insights and practical steps toward a greener Malawi- Let’s dive in!

What is Green Procurement?

Green Procurement focuses on purchasing eco-friendly products and services to reduce waste, limit pollution, and promote a healthier planet. By choosing sustainable options, businesses help address issues like poor waste management and reduce the impact of plastic pollution.

A plastic-polluted dumpsite somewhere in Zomba district.

Why Green Procurement Matters in Malawi

In Malawi, waste management systems face significant challenges, especially when it comes to plastic waste. With limited infrastructure for recycling and a growing waste burden, the need for sustainable procurement practices has never been greater. Green Procurement offers a way for businesses to reduce their environmental footprint by selecting products that support Malawi’s sustainability goals.

Key Insights from Our Green Procurement Workshop

During our recent workshop, we covered essential topics that helped participants understand and adopt Green Procurement. Here’s a look at what was discussed:

Green Public Procurement - How public Institutions set an example by prioritizing eco-friendly products

Green Public Procurement Criteria - Key criteria for eco-friendly sourcing, like recyclability and emmissions.

Integrating Green Practices - Steps to incorporate green procurement into existing processes

Challenges in Adopting Green Procurement

While challenges like cost and limited supplier options exist, the long-term benefits of Green Procurement make it a worthwhile pursuit.

Our Expertise and Comprehensive Services

At Yvespro Consult, we don’t just advocate for green procurement. We provide hands-on support across various procurement needs. In addition to our expertise in sustainable procurement, we offer a range of services to support organizations at every stage of their procurement journey, including:

• Procurement and Forensic Audits -To identify inefficiencies and ensure compliance and transparency.
• Procurement Advisory Services – To guide strategic sourcing and supplier management.
• E-Procurement Systems Implementation - For streamlined, efficient procurement processes.
• Supply Chain Trainings - To build in-house expertise and resilience.
• Global Sourcing - To connect clients with reliable suppliers worldwide.

Whether you’re looking to adopt green procurement or optimize other aspects of your procurement process, Yvespro Consult is here to provide solutions tailored to your organization’s unique needs.

How We Are Making a Difference: A Case Study of CNL Investments

Our commitment to Green Procurement is grounded in practical solutions. A notable example of our work is with CNL Investments, a company that came to Yvespro Consult seeking guidance on adopting sustainable practices.

Working with CNL Investments, we helped develop comprehensive green procurement guidelines that prioritized eco-friendly suppliers, reduced waste production, and encouraged energy-efficient sourcing.

What They Said

“Yvespro Consult’s Green Procurement guidance reshaped our approach to sustainability, reducing costs, strengthening the relationship with our suppliers, and significantly lowering our environmental footprint.”  

— CNL Investments

Upcoming Green Procurement and Sustainability Trainings

In addition to our consulting services, Yvespro Consult offers targeted training sessions designed to help organizations deepen their knowledge in areas like Procurement Costs Reduction, Supplier Evaluation, and Risk Management. These trainings are crafted to empower teams with actionable skills that drive real change.

Our full 2025 Training Calendar is now available. Secure your spot to elevate your procurement strategies

Register now for your preferred training session!

Conclusion

Green Procurement isn’t just a choice. It is an opportunity to lead by example and contribute to a sustainable future for Malawi. Join us on the path to a greener, and more sustainable Malawi. Reach out today to learn how we can support your organization’s sustainability journey. Email us at info@yvespro.com and/or call us at +265 (0) 999 951 139 or +265 (0) 880 553 202.

Stay tuned for more insights - See you in the next newsletter update.

Until then, Stay safe.

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