Admin & Procurement Officer

Introduction:

Ipas Pakistan is an international non-governmental organization (INGO) which works to assist the Government of Pakistan in achieving the country's commitment towards the Sustainable Development Goal 3 (good health and wellbeing). It seeks to reduce maternal mortality and morbidity associated with complications due to unsafe practices. We collaborate with provincial governments to provide technical assistance and support for strengthening the public and private healthcare system. Ipas is seeking to hire a competent Finance Officer to join its finance team in its Islamabad-based head office.

Job Summary:

The Admin and Procurement Officer will manage and coordinate Ipas official events, travel logistics, and procurement processes to ensure efficient operations. Key responsibilities include arranging venues, accommodations, and travel for staff and consultants, processing visas, and overseeing supply chain and inventory management. The officer will maintain vendor records, negotiate contracts, and ensure compliance with procurement policies. Additionally, the role involves supervising the administrative team, maintaining office equipment and supplies, and ensuring a clean and safe workplace. The ideal candidate will support finance with payment processing and mentor the admin team to ensure smooth office operations and logistics support.

1. Event and Travel Management Responsibilities:
   • Manage event planning and venue arrangements for Ipas official events and workshops at approved Ipas hotels, including facility-based events, training, and meetings.
   • Arrange accommodations for Ipas staff, partners, and consultants for national and international events and workshops.
   • Coordinate air travel for Ipas staff and consultants for national and international visits, ensuring cost-effectiveness.
   • Expedite the processing of international visas for staff and consultants in the shortest possible time.
2. Procurement and Supply Chain Management Responsibilities:
   • Supervise the supply chain, training materials, and inventory records, including IT and other equipment.
   • Assist Ipas staff with submitting purchase requisitions in Software.
   • Update and maintain vendor records, reviewing them on a quarterly basis.
   • Adhere to approved procurement policies, SOPs, and guidelines for both micro and macro procurements.
   • Execute the procurement process according to Ipas policy, including screening, prequalifying, and selecting vendors; preparing, finalizing, and circulating RFQs, quotations, and bids; and creating comparative statements for the procurement committee's review and issuing purchase orders.
   • Ensure the procurement tracking/process sheet is maintained in Luna and shared during the monthly project review meeting.
   • Ensure all procurement-related documents are shared in Luna and that the same link is shared with Finance along with invoices and other documents for payment.
   • Identify vendors and complete due diligence before entering them as valid suppliers in Workday.
   • Negotiate with new vendors for corporate room rates and BTC facilities.
   • Manage vendor/supplier selection, due diligence, negotiation, and finalization for Ipas Pakistan.
   • Follow up with vendors for the timely submission of invoices and submit them to Finance with proper documentation for payment.
   • Provide training to staff on procurement policies and procedures.
   • Stay updated on industry trends and best practices in procurement and office management.
3. Risk Management:
   • Identify potential risks in the procurement process and develop strategies to mitigate them.
   • Ensure all procurement activities are conducted with integrity and transparency to avoid conflicts of interest.
4. Office Management Responsibilities:
   • Supervise the admin team, including handyman staff, and ensure quality housekeeping is maintained.
   • Ensure all office equipment is operational and functional.
   • Ensure the continuous availability of office stationery and supplies.
   • Keep records of unserviceable items and arrange for their disposal.
   • Supervise and monitor the aesthetics and hygiene of the country office.
   • Ensure the first aid kit and medicines are always available in the country office.
   • Mentor and guide the team to provide logistical and other office maintenance, such as inventory, supplies, and packing of materials.
   • Ensure office vehicles and equipment are insured yearly and follow up with the insurance company for timely renewals.
5. Contract Management:
   
   Oversee the management of contracts with vendors, ensuring terms are adhered to and renewals are managed timely.

Requirements:

Education:

Bachelor's or Master's degree in Business Administration, Management, Supply Chain Management, or a related field. A Master's degree is preferred.

Experience:

Minimum of 5 years of experience in office management, event planning, and procurement.

Proven experience in managing international and national travel logistics.

Experience in supervising administrative teams and managing office operations.

Experience in vendor management, including negotiation and contract finalization.

Familiarity with procurement processes and policies, including RFQs, quotations, and bids.

Skills:

Strong organizational and multitasking skills.

Excellent negotiation and vendor management skills.

Proficiency in procurement and inventory management software.

Effective communication and interpersonal skills.

Attention to detail and problem-solving abilities.

Competency in Microsoft Office Suite (Word, Excel, PowerPoint).

Ability to work under pressure and meet deadlines.

Ipas is strongly committed to providing a work environment that is free from all forms of harassment, discrimination, and inequity. We recruit, employ, train, promote, and compensate our personnel without regard to race, age, sex, religion, national origin, color, creed, ancestry, citizenship, caste, ethnicity, regional identity, tribal identity, marital status, veteran status, disability, genetic information, gender identity, transgender status, sexual orientation, or any other personal characteristic protected by law or outlined by Ipas policy. Ipas acknowledges that these personal characteristics may differ in different contexts.