Procurement Specialist

Job Description:

• Ensures that event management requirements are fulfilled in line with the management directions.
• Responsible to make hotel reservations for all events according the requirement of focal person and availability of budget
• Supervise and coordinate all Regional Office activities related to event management and ensure timely delivery in this regard
• Coordination with concern unit/ department for the workshops, trainings, seminars, exhibitions, dialogues and internal pre-announced meetings in connection with, Venue coordination, meal arrangements, accommodation arrangement, training hall set up Arrangements, Internal Coordination
• Get record of fixed assets updated records (with prices and date of purchase) of Regional Office Rawalpindi, and YDC Boys.
• Updating the fixed assets record and responsible for physical check of fixed assets.
• Meetings with vendors for building maintenance, negotiations, explanation of work and ensures that repair work is done with best quality
• Keep updated emergency numbers of concerned vendors and employees as well.
• Monitor and supervise the duties of the cleaners and the Security guards.
• Supervise and coordinate all activities related to logistics, ensure timely delivery in this regard
• Ensures that the vendors are timely approved/ re-evaluated by purchase committee according to the requirement. Make sure that disapproved vendors are struck out of approved vendor’s list.
• Work on cost curtailment through innovative measures
• Ensures that the Purchase orders are made according to the requirements and proper hard and soft copies are maintained for record.
• Ensures that all supporting documents are available in order to process the bills as required by quality management system.
• Ensures that all invoices/ bills are timely processed hence receiving of bills from vendors, keep records of bills received, complete the required documents, forward to regional finance for payments
• Recommend revising and implement Standard Operating Procedures for logistics related procedure and policies.
• Ensure that timely arrangements are made for staff travel, boarding and lodging and facilitate visa acquisition for official visits of staff outside the country.
• Preparation of annual/half yearly work plans and departmental budget in consultation with the Line Manager and other colleagues.
• Monitor progress over the work plan and financial plans in accordance with annual planned targets and advise management for corrective actions in case of deviation from the original plan.
• Extend support in developing annual plan for procurement and administrative operations
• Develop maintenance plan of vehicles and fixed assets keeping in view the budget availability
• Develop duty roaster for drivers, security guards and office staff
• Keep and maintain records of vehicle, fuel generator, photocopier, stationery, telephone calls
• Work on continuous quality improvement by engaging all team members
• Inform senior/s in case of any untoward incidence occurs
• Ensure the renewal of vehicle insurance, driver’s license and payment of vehicle / property taxes and duties.
• Responsible to ensure the safety & security of the organization’s assets
• Ensure the availability of fire-fighting equipment, training of security staff in rescue and rehabilitation activities