Senior Procurement Officer

Job Description

The general objective of the position

The Senior Procurement Officer will coordinate all procurement with the Logistics Co-Coordinator to ensure the smooth running of procurement for the country office (Islamabad) and the bases, 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).

To strengthen supply management and ensure continuity of quality control and transparency.

Procurement:

• Provide adequate backup and support to the Log co to guarantee that all procurement plans are implemented and updated for each grant.
• In accordance with the Log co, guarantee that procurement procedures are respected according to the donors’ and SIF ’s guidelines, without impeding the timely implementation of the activities.
• Guarantee the validity of all the procurement files edited by the Log Co according to SIF’s policy by regular visits of control (direct check of the folders)
• 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
• Support in ensuring that contracts are adequately signed by the empowered coordinators and guaranteed strong protection for SIF in case of disagreement
• 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 updated regularly.
• Analysis of incoming bids by coming up with a comprehensive analysis of the requirements of the bid for review by the committee meetings
• 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.
• Tracks vendor invoices and utilities on the procurement Excel spreadsheet
• Liaises with vendors to create realistic delivery schedules and compare actual deliveries to evaluate vendor performance and responsiveness
• Supervise, following the log co, the identification and referencing & screening done.
• When delegated by the Log Co consolidate/update the mission’s price catalogue for the mission’s operations in all the bases (Islamabad –KPK-SINDH)
• Support the Logistics Coordinator for the opening of tenders (participation, correction, validation).
• Check and analyse the purchase follow-up every week and give some support to the base teams if issues are identified.

Archive

• To ensure the correct archiving of purchase files and their timely submission to headquarters/Paris (in connection with the accounting files).

Team Management:

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

Transportation:

• Provide support to the transport partner, and provide all necessary documents which are needed
• When requested, act as the “interface” with all suppliers (transport, customs clearance) if needed
• Support the Log co in preparing all necessary documents to HQ or within the country  (waybill, packing list and transfer sheet etc.) and organize the clearance process with qualified authorities.