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Procurement Assistant

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Industry:
N.G.O./Social Services
Category:
Procurement
Total Position:
2
Job Type:
Fixed Term ( First Shift (Day) )
Department:
UN-IOM
Job Province:
Islamabad Capital Territrory
Job Location:
ICT
Gender:
No Preference
Minimum Education:
Bachelors
Career Level:
GS-5
Minimum Experience:
3 Years
Apply By:
Jun 29, 2021
Posted On:
Jun 15, 2021
Job Description

Under the overall supervision of the Program Manager/COP, the Procurement Assistant will be directly reporting to the Resource Management Officer (RMO) for implementation of CRA Procurement policies and procedures and will perform the following duties.

RESPONSIBILITIES AND ACCOUNTABILITIES:

  • Create/edit PR/ PO's in the system.
  • Handover of all PO's, invoices to finance for the payment purposes and keep track of all purchase orders accordingly.
  • Ensure the copies of all PO's created are properly filed along with the invoices and signed goods receipt form.
  • Track local procurements of goods and services/labor made in the field by CRA for grant specific projects. Coordinate local procurements with the field unit.
  • Ensure that the procurements made in the field are all properly documented: vouchers for payments and other supportive documents should be filled and shared with the grants section.
  • To undertake coordination tasks related to GPSU, & LEG department, responding to GPSU/LEG queries when required.
  • Ensuring the procurements made are as per required quality and specifications.
  • Request bids, prepare Bid Analyses, and participate in appraisals and selection of suppliers in close consultation with Resource Management Officer.
  • Prepare contracts, their addendums and variation orders and sharing them with field staff after getting necessary approvals.
  • Create goods received notes and waybills for items that are distributed within the area of responsibility.
  • Coordinate with different departments regarding the distribution of items that arrive for projects.
  • Liaise with all the CRA offices in Pakistan, as well as with in-location intergovernmental and non-governmental agencies to exploit their respective procurement networks and maintain close coordination.
  • Verify information regarding vendor's performance as regards quality, prices, delivery, and equipment are in conformity with the organization's requirements.
  • Conduct tracking of procurement status and regularly reports to Resource Management Officer.
  • Ensure all expected merchandise is received, in accordance with PO, specifications, and in good condition.
  • Ensure appropriate invoices are received and prepare the paperwork for the payments.
  • Managing Vendor data that includes creation and update the records in term of vendor.
  • Create & change of all types of Assets.
  • Generating list from SAP for all open PO's at the end of every month and ensuring the smooth closer of accounts.
  • Assist the RMO to clear periodic checklist of PK11 for items related to procurement.
  • Identify issues affecting efficient process delivery and propose ways to fill in the gaps.
  • All other duties as assigned. 

REQUIRED QUALIFICATIONS AND EXPERIENCE:

EDUCATION:

  • Bachelor’s Degree in Business Administration, Social Science, or equivalent with three years of relevant professional experience.
  • Advanced user of/proven skills in MS Office applications (Excel and Access), database management 

EXPERIENCE:

  • Three years of relevant work experience in Procurement with community development projects.
  • Experience in market research and vendor performance evaluation
  • Experience in asset management
  • Experience working in the development sector and /or UN agencies is an advantage 

SKILLS:

  • knowledge of the Procurement methods and process
  • Sound knowledge of reporting and MS Excel
  • Working knowledge of SAP or other ERP system
  • In depth knowledge local market
  • Excellent negotiation and communication skills 

LANGUAGES:

Required:

  • Fluency in English & Urdu

Desirable:

  • Pashto

We would encourage Female candidates to apply. 

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