Procurement Assistant

3 days ago

Islamabad, Islamabad, Pakistan Pakistan Centre for Philanthropy Full time

The Procurement Assistant is responsible for supporting the procurement team by performing various tasks related to the procurement process. This includes preparing Internal Validation Requests, Purchase Orders, tracking deliveries, maintaining records, and communicating with vendors and internal stakeholders. The role requires attention to detail, strong organizational skills, and the ability to manage multiple tasks efficiently.

Job Functions:Assist with Procurement Processes:
  • Support the Sr. Procurement Officer in sourcing and selecting vendors.
  • Prepare IRVs and issue purchase orders in accordance with organizational policies.
  • Obtain quotes from suppliers and maintain records of each quotation.
  • Present quotation records to the Procurement Committee during Bid Opening.
  • Maintain and update vendor records and the Supplier Database with contact details.
  • Communicate with suppliers to ensure timely delivery of goods and services.
  • Assist in resolving issues related to order discrepancies, delays, and quality concerns.
Inventory and Documentation:
  • Monitor inventory levels with the coordination of the Base Supply Chain Officer and place orders to replenish stock as needed.
  • Maintain accurate records of purchases, pricing, and other relevant data.
  • Ensure all procurement documentation is properly filed and easily accessible.
Reporting and Analysis:
  • Assist the Sr. Procurement Officer in preparing reports on procurement activities, including spend analysis and supplier performance.
  • Track and report on key metrics such as cost savings and lead times.
Compliance and Risk Management:
  • Ensure all procurement activities comply with SIF policies and relevant regulations.
  • Assist the Sr. Procurement Officer in managing procurement risks by conducting basic due diligence on suppliers.
  • Work closely with other departments, such as finance and programs, to align procurement activities with SIF program needs.
  • Provide administrative support, including scheduling BID meetings and handling correspondence.
Requirements:Education:

Bachelor's degree or equivalent in Supply Chain Management or a relevant field from a recognized university.

Experience:

Minimum of 2-3 years of relevant experience in NGO/INGO, with expertise in a similar role.

Languages:

Fluency in English and Urdu.

Knowledge and Skills:
  • Proficiency in Word, Excel, and PowerPoint.
  • Ability to work effectively under pressure, results-oriented, and proactive with multitasking skills.
  • Strong interpersonal, negotiating, and analytical skills.
  • Organizational skills with flexibility; discretion and respect for confidentiality.
  • Team player motivated to work in remote and uncertain environments, adhering to SOPs.
  • Respect and promote SIF values and mandates; report policy violations.
  • Professional interaction with children, ensuring their safety and well-being.
  • Awareness of child protection and safeguarding concepts.
  • Excellent interpersonal and conflict-resolution skills.
  • Strong analytical skills.
  • Ability to establish and maintain effective working relationships across cultures.
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