Role Outline:
Working closely with the Director Training & Operations, you will be responsible for the administration, procurement and logistics management functions of the organization and its affiliates. Incumbent will be responsible for the effective management of procurement/administrative projects on regular basis.
Key Responsibilities:
Procurement
- To ensure the procurement activities are carried out as per organizational Procurement Manual and maintain updated data record such as Approved supplier list, delivery follow up, procurement tracker prices list etc.
- To ensure that procurement processes are in accordance with the operations guideline of the organization.
- To handle the Purchase request and ensure that the requester is well informed in the progress and any delay or unforeseen circumstances that occur.
- To ensure that the approved purchase orders are supplied and informed the requestors.
- To ensure that the procurement tracker is extracted in organization’s dynamics and share with relevant program/department on weekly basis. Every Friday before COB.
- To share with finance and manager on weekly basis all commitment under the procurement.
- To support the supply chain department, establish a pre-qualified supplier list for Pakistan.
- To closely work with other support services department to establish more Purchase agreements for common goods needed for department’s operations
- To support in establishing a price list of essential items and materials commonly procured to guide the program manager when raising the purchase orders and for proposal writing.
- To carry out Bi annual market survey in order to review the procurement of goods to obtain the best values for money
- To maintain and review all records of purchased goods including their cost, deliveries and payment are done on time
- Monitor the supply market trends for updates information like current market price, new products, and suppliers as well.
- Ensure good handling of documentation and compliances work related to procurement are filed and kept in the goods order for control and audit purposes
- To closely work with program managers and keep them informed at all time the status of their request to enable them to plan
- To ensure that organization’s and Donors procurement procedures are complied and adhere to
- To adhere to organization’s code of conduct and organization’s specific procurement procedures within the Operations department
- Any other task assigned by Management
Qualification & Experience
- Competent and organized person with minimum 5-7 years of NGO experience
- Master’s degree in MBA/ Supply chain or any other degree in related field
- Experience in Development sector will be preferred
Required Skill Set:
- Resource fullness and the ability to prioritize and cope with large amount of work under pressure.
- Excellent knowledge of computer applications.
- Experience in procurement and supply chain management
- Adaptable, flexible, able to take initiative and prioritize among competing tasks.
- Excellent interpersonal and Team skills
- Fluency in written and spoken English
- Commitment to and understanding of organization’s aims, values, and principles
- A good team player with strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines and in a multicultural setting.
- Diploma in procurement and supply chain will be an added advantage.