Procurement Assistant

Relevant Experience:

•         A Bachelor's or higher degree in Business, or a related field

•         Proven knowledge of USAID / WB / UN procurement rules and regulations required

•         Three plus year(s) previous experience working in the field of procurement with progressive records and positive recommendations;

•         Demonstrated ability to solve challenging and complicated logistical issues;

•         Previous experience working in different grants provision procurement include FOG is preferred;

•         Ability for good team work;

•         Experience managing procurement task from getting P/O and until GRN signing.

•         Ability to use commodity management tracking systems;

•         Strong communication and negotiation skills;

Job Description:

Assist Karachi satellite office management with wide procurement area tasks and purchasing of goods & services.

•         Responsible for preparing all contracts in support of procurement area.  This includes preparing the Invitation For Bids (IFB) in coordination with other staff; advertising the IFB and distributing to all related suppliers; coordinating all bid committee meetings according to policy and assisting bid committee meetings with taking a minutes and prepare protocols; preparing all comparative statements and bid analysis for consideration of the bid committee as well as to support their decisions; to prepare all contracts and to submit them to proper managers, include Islamabad, if by threshold required, for approval.

•         Identify suppliers for a given procurement task, to solicit and collect multiple quotations for all supplies as directed by the Procurement and Management in Karachi / ISB.

•         To deliver Purchase Orders to all suppliers in on time.

•         To ensure that all Goods Received Notes and Waybills are properly filled out at each delivery site for all deliveries.

•         To procure items/supplies in Karachi and around the city / other regions as needed.

•         To maintain all files for contracts, and purchase orders according to Creative policy.

•         Work closely with other personnel, include those procurement in ISB to identify supplies necessary to complete a project or activity;

•         Ensure suppliers deliver procured items in a timely manner; verify that deliveries have been made correctly and on time.

•         Conduct market surveys to assess market price;

•         Create and develop suppliers / contractors directory for Karachi / submit to ISB for review;

•         Conduct pre-qualification procedure at least every 4 months for the first year of activity; 

•         Assist field satellite offices in Karachi with BOQ review process upon request;

•         Assists with any training of new staff as well as assigned community members, suppliers and contractors in general procurement regulations and donor requirements.

•         Ensures USAID rules and regulations relevant to procurement daily practices are strictly adhered to.

•         Assists Procurement Coordinator in determining the most reasonable, fair and expeditious alternative in order to procure best value goods and services.

•         Assists with the coordination of bulk purchasing within the satellite office, deduct wherever is possible petty cash expenses to provide support for the bank payments.

•         Assist Karachi procurement staff in liaison with vendors and contractors on a daily basis to ensure the best quality products available is delivered on time;

•         Ensures that goods and/or services are purchased at the lowest, competitive prices and that paperwork on all purchases is completed correctly and in a timely manner;

•         Assist bid analysis meetings as required and prepares written bid analysis routinely;

•         Provide reasonable support to the office manager / administrator with keeping proper inventory records and admin area procurement.

•         Other duties as assigned.

•         No supervision tasks for this position.

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