Procurement Assistant
Position Summary:
The Procurement Assistant will provide support to the Procurement Officer by assisting with the procurement of goods and services under grants or direct implementation for agency activities.
Reporting & Supervision:
The Procurement Assistant reports to the Procurement Officer.
Primary Responsibilities:
Implement procurement processes and logistics operations for the project, including grants, strictly following all rules and regulations, and following all stipulations established by Pakistani law, including:- ADS (Automated Directive System)
- FAR (Federal Acquisition Regulations)
- CFR (U.S. Code of Federal Regulations)
- AAPD (Acquisition & Assistance Policy Directive)
- BIS Regulations (Bureau of Industry and Security)
- Local Pakistani Law
Maintain policies for material procurement processMaintain a registry and file system for procurements to allow for efficient document and process audits and maintain the privacy of grantees and vendorsMaintain files, including: proposal, evaluation, award documents, official contracts and correspondence of all procurements, following policy and local lawProvide information to grantees and beneficiaries as it pertains to established protocols, by the project and local law for procurement and delivery of goods and servicesAssist with procurement of materials according to the context and/or needs of the beneficiary, community and/or ProjectAssist in preparing Terms of Reference and/or technical specifications for materials, goods, and services, for contracts, acquisitions, and procurements, in collaboration with the program team. Ensure presentation of sufficient selection that meets requirements of quality assurance, delivery, and transparencyWork with local, national, and international vendors of goods and services to ensure quality, maintain professional distance required to ensure high ethical standardsInvite potential vendors to compete offers for the purchase of goods or services including under grants, either through direct, bid invitation, or other mechanism that ensures high standards of transparencyAssist with evaluation committees for proposals submitted by the various vendors, according to the solicited terms of reference and regulationsVerify quality and quantity of products according to the context and/or needs of the beneficiary, community, and/or ProjectProcess procurements according to rules and regulationsMaintain strict control of grant budgets, and financial expendituresCoordinate delivery logistics with program team and/or grantees to obtain the required permits including, such as delivery receiptsCoordinate transportation, permits, authorizations, insurance, loading and unloading of goods/materials, and financial allocation of related expenses under grantsAssist with budgets, solicit quotations, negotiate, conduct analysis and recommend vendors for delivery of goods and materials to granteesCommunicate all delivery schedules corresponding to grant and operations procurements, including the projection of related expensesVerify deliveries are complete and timelyPhysical Demands:
While performing the duties of this job, the employee may occasionally be required to lift and/or move up to 20-25 pounds.
Required Skills & Qualifications:
High school diploma2-3 years work experience in procurement, preferably with an international organizationStrong computer skills, especially in Excel and other MS Word applicationsKnowledge of donor procurement rules and regulations desirableAbility to handle multiple tasks and deadlines in a high pressure environmentStrong communication skills; Fluency in English and local languages requiredThe physical demands and work environment that have been described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position description is an overview of the functions and requirements for this position. This document is not intended to be an exhaustive list encompassing every duty and requirement of the position; your supervisor may assign other duties as deemed appropriate and necessary.
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