Event Coordinator and Supply Chain Expert

7 days ago

Islamabad, Islamabad, Pakistan beBee Careers Full time
About Us

We are a dynamic organization seeking a skilled Event Coordinator and Supply Chain Expert to join our team. The ideal candidate will have a minimum of 5 years of experience in office management, event planning, and procurement, with a proven track record of managing international and national travel logistics, supervising administrative teams, and managing office operations.

Responsibilities:
  • Event and Travel Management
    • Plan and coordinate events, including venue arrangements, catering, and audiovisual services.
    • Arrange accommodations for staff, partners, and consultants for national and international events and workshops.
    • Coordinate air travel for staff and consultants for national and international visits, ensuring cost-effectiveness.
    • Process international visas for staff and consultants in a timely manner.
  • Procurement and Supply Chain Management
    • Supervise the supply chain, training materials, and inventory records, including IT and other equipment.
    • Assist 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 policy, including screening, prequalifying, and selecting vendors; preparing, finalizing, and circulating RFQs, quotations, and bids; and creating comparative statements for review and issuing purchase orders.
    • Maintain the procurement tracking/process sheet in Luna and share during the monthly project review meeting.
    • Share all procurement-related documents in Luna and provide the same link to 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.
    • Follow up with vendors for timely invoice submission and submit 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.
  • 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.
  • 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.

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