Digital Solutions Cutting Costs: FIRMS Join Forces to Tackle Procurement Risk in Malawi

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 .