Procurement Assistant

17 hours ago

Pakistan AKDN Full time 1,500,000 - 3,000,000 per year
The Aga Khan Trust for Culture (AKTC) focuses on the physical, social, cultural and economic revitalisation of historic urban environments. Its programmes include: the Aga Khan Award for Architecture; the Aga Khan Historic Cities Programme; the Aga Khan Music Initiative; the Aga Khan Music Awards; the on-line resource ; the Aga Khan Program for Islamic Architecture at Harvard University and the Massachusetts Institute of Technology; and the Aga Khan Museum in Toronto, Canada.
  • Bachelor's degree in business administration, Supply Chain, Procurement, Finance, or related field.
  • At least 1-2 years of relevant experience.
  • Advanced expertise in MS Excel is essential and having experience in working with donor agencies will be an added advantage.
  • Familiarity with accounting software is an added advantage.
Skills and Abilities:
  • Knowledge of procurement processes and market research.
  • Strong communication and negotiation skills.
  • Proficient in MS Office (Excel, Word, Outlook), preferably familiar with ERP systems.
  • Detail-oriented, organized, and able to prioritize multiple tasks..
Additional Information:
  • The position is based in Lahore.
  • This is a local posting only.

Role Summary:

The Procurement Assistant will support procurement operations by collecting quotations, managing samples, and ensuring compliance with organizational and regulatory standards, contributing to transparent, efficient, and cost-effective purchasing.

Responsibilities:

Procurement & Sourcing

  • Assist in obtaining quotations, preparing bid comparisons, and conducting market surveys.
  • Support the preparation of purchase requisitions (PRs), Request for Quotations (RFQs), Purchase Orders (POs), and contracts.
  • Ensure procurement activities follow organizational procurement policies and donor guidelines.

Documentation & Recordkeeping

  • Maintain procurement records, vendor database, contract files, and tracking sheets.
  • Ensure accurate filing (soft & hard copies) of procurement documents for audit purposes.
  • Update procurement tracker and share weekly status updates with line manager.

Vendor & Stakeholder Coordination

  • Communicate with suppliers for quotations, deliveries, and invoice follow-ups.
  • Maintain good relationships with vendors and respond to routine inquiries.
  • Coordinate with internal departments to clarify specifications and delivery needs.

Logistics & Delivery Follow-up

  • Assist in tracking deliveries and ensure correct items are delivered as per purchase order/contract
  • Coordinate with store/inventory teams to confirm receipt of goods/services.

Compliance & Reporting

  • Ensure procurement is executed with transparency and due diligence.
  • Flag procurement risks or irregularities to the Supervisor.
  • Assist in preparation of procurement status reports for management and donors.

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