The Procurement Officer will coordinate all procurement activities with the manager to ensure the smooth running of procurements for the country office (Islamabad) and all the bases in SIF Pakistan Mission. (Peshawar, TPK and Balochistan.)

He/she helps to ensure the quality and timely delivery of goods and services required for SIF programmes in the country office (Islamabad).

Objective 1: Procurement:

Activities:

• Provide adequate backup and support to guarantee that all procurement plans are implemented and updated for each grant.
• Ensures that procurement procedures are respected according to the donor and SIF guidelines.
• Work in close collaboration with the person requesting the purchase, with strong technical specificity, and carry out any appropriate action – sample testing etc if required
• Participates in developing, facilitating, implementing, monitoring and reviewing procurement plans
• Coordinates and facilitates the vendor pre-qualification process
• Ensure the negotiations with the vendors/service providers including signing short- and long-term framework agreements.
• Actively engage with SIF Base Managers and Base Logisticians to ensure all Market Assessments are conducted regularly.
• Manages the flow of complete procurement documents between the departments and field-based offices
• Reviews invoices and ensures complete documentation (GRN, Invoice and Delivery Note) and submits to finance for the final payments.
• Liaises with vendors to create realistic delivery schedules and compare actual deliveries to evaluate vendor performance and responsiveness
• Support the procurement committee during the opening of tenders (taking minutes, verify for accuracy docs etc).

Objective 2: Archive

Activities:

• To ensure the correct archiving of purchase files and their timely submission to HQ.

Objective 3: Team Management

Activities:

• Daily supervision and management of the Procurement task with the support of a Procurement assistant in the Islamabad office as well as in the Base log team.
• Support and contribute to procurement planning activities with the base manager/field coordinator
• Participation in the capacity building of the procurement assistant in coordination, focusing on the new procurement guidelines dissemination

Objective 4: Transport

Activities:

• Work closely with the logistics department to ensure timely delivery of goods to the bases offices.
• When requested, act as the “interface” with all suppliers (transport, customs clearance) if needed
• Support the Manager in preparing all necessary documents to the field offices (waybill, packing list and transfer sheet etc.) and organize the clearance process with qualified authorities.

This list is not limited; the employee may be required to perform any other task necessary and compatible with its functions.

• Knowledge of Record keeping                                                                                  
• Ability to organise work schedule on regular basis and flexibility; discrete and respectful to confidentiality              
• Good Team player and motivated to work in remote and uncertain environment respecting standard operating procedures as devised and instructed.
• Minimum of 4  years related work experience with NGO/INGO                          
• Bachelors Degree in Business Administration or an equivalent.  
• Organizational and writing skills.
• Strong command of the English language and fluency in spoken Urdu.
• Supervisory Skills
• Problem Solving Skills
• Stress Management Skills
• Time Management Skills
• Communication Skills
• Negotiation Skills
• Knowledge of MS Office, word excel, PowerPoint etc

The incumbent must have proficient knowledge in the following areas:

• Procurement and logistics management 

Position based in: Islamabad, Pakistan