Procurement Officer

Relevant Experience:

Previous experience working on programs funded by international donors (preferably USAID)

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

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

•         Three to five year previous experience working in the field of procurement with progressive records and positive recommendations;

•         Demonstrated ability to solve challenging and complicated logistical issues; Ability to work effectively under the pressure with tight deadline and with multi-task environment;

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

•         Experience with budgeting and cost analysis; understanding of local sale market and prices;

•         Experience managing procurement professionals

•         Strong ability to use and develop commodity management tracking systems;

•         Strong communication skills; English and Urdu required, Sindhi & Pashtu strongly preferred. 

Job Description:

Implement procurement system and purchasing strategies for goods & services in line with organization and donor guidelines and Standard Operating Procedures.

•                 Responsible for preparing all contracts in support of assigned 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, including Islamabad, if by threshold required, for approval.

Completes all direct purchasing as per donor approved grant BOQ and Budgets.

•         Assist program staff with budget preparation and review, in coordination with Engineering Karachi staff and Procurement Islamabad staff.

•         Assists with capacity-training of new staff in general procurement regulations and donor requirements.

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

•         Routinely monitors market and works to determine the most reasonable, fair and expeditious option to procure best value goods and services.

•         When required, manages bulk purchasing and inventory..

•         Liaises with Islamabad procurement staff to identify the improvement of coordination systems between main ISB office and Karachi satellite office.

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•         Directly liaises with vendors and contractors on a daily basis to ensure the best quality products available are delivered on time.

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

Maintains organized files per SOP for all assigned procurement.

•         Facilitates bid analysis meetings as required and prepares written bid analysis routinely.

            Manage pre-qualification process with tight coordination from ISB procurement team.

•         Routinely updates the internal Excel file of local, regional and international vendors and service providers.

•         Ensures that the office is provided with the most up-to-date information on latest market rates for routine items, as well as information necessary to track project payments and deliveries.

•         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.

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

•         Provides guidance and mentors staff regarding procurement procedures and best practices as required. Provide support to the office manager / administrator with keeping proper inventory records.

•         Other duties as assigned.