INGO need Procurement Officer Jobs 2023

Latest Jobs:

Applications are being accepted for appropriate individuals in Care International to fill a vacant post listed in the daily  Classified Source newspaper dated 07 November, 2023.

Care International

Vacant Positions:

• PROCUREMENT OFFICER

The Care International Islamabad is now seeking for a Procurement Officer.

JOB RESPONSIBILITIES AND TASKS: Procurement Officer

Job Responsibility # 01: Oversee and manage the procurement function and processes of CIP in line with CIP policies and best practices –                                          % of Time: 50%

• Assist Supply Chain Specialist to prepare tender dossiers and should have followed the relevant solicitation process based on the total cost of ownership (TCO) to establish Framework agreements to operate and purchase more proactively with a supplier locally, regionally, or globally.
• Review and consolidate Procurement plan for development and humanitarian project (s) and assist Supply Chain Specialist for development of framework agreements.
• Reviewing bids from prospective vendors, and awarding contracts based on price, quality of work, past performance, and other factors.
• Negotiating contract terms and conditions with vendors to ensure that they are in the best interest of the organization.
• Supervising contractors to ensure that they are performing their duties efficiently and effectively.
• Reviewing bids from potential suppliers of materials needed by the organization to ensure that they are competitive.
• Conducting audits to ensure that vendors are complying with the terms of their contracts.
• Coordinating with other departments within an organization to ensure that contracts are effective.
• Reviewing and approving invoices from vendors to ensure that they accurately reflect services rendered or goods delivered
• Reviewing contract proposals from vendors to determine if they meet the needs of the organization
• Communicating regularly with vendors to ensure that they are meeting their contractual obligations
• Assist the project team in advertising TORs for RFPs, and request for EOIs through appropriate channels;
• Initiate, coordinate and review procurements across CIP as per project budgets and in accordance with donor requirements;
• Maintain continuous dialogue with the requesting parties, emergency team & finance staff to foster smooth communication and efficient procurement process;
• Maintain a closer relationship with emergency team and other stakeholders through written communication and provide information on priorities, specifications and deliveries;
• Make regular visits to field areas/vendors to ensure meeting procurement needs on time;
• Ensure that Purchase Requests from all units are filed and classified systematically for record and internally filed in procurement/operations process/vendor file;
• Take timely corrective actions on POs with budget check errors and other problems;
• Coordinate the issuance of competitive documents and receipt of responses while ensuring they are received in a secure manner and that confidentiality is maintained during the evaluation process;
• Compile submissions for the Technical Evaluation Committee;
• Draft the final decision memo for Manager Operations and Procurement;
• Manage the procurement inventory, including tracking of goods in the procurement process received. Supervise the goods/service received process, ensuring that all receipts are signed off;
• Ensure timely preparation of GRN (receipts) and maintain systematic record of all transactions;
• Liaise with local suppliers/vendors to ensure compliance of CARE Procurement Code of Conduct and adherence to RFQ/PO terms and conditions.
• Prepare payment vouchers for procurement transactions with complete supporting document and ensure timely release of payments to vendors;
• Responds adequately and timely to finance unit queries and resolve them appropriately;
• Perform on-going administration of subcontracts;
• Supervise day to day procurement/vendor issues.

Job Responsibility # 02: Maintain a database of all procurements, in hard and soft form –                                                                                                                               % of Time: 25%

• Prepare & maintain separate record of all procurement processes for easy access;
• Maintain a database of procurement activity, vendor performance and costs;
• Maintain and supervise PAR tracker and its efficient process;
• Supervise filing, updating of procurement trackers, highlighting any anomaly to the Manager, Procurement and Operations.

Job Responsibility # 03: Produce Procurement reports in line with CIP policies to assist the management in decision making –                                                              % of Time: 10%

• Perform file validation and document controlling and regular audits on project documents, reporting status to the Manager, Procurement and Operations;
• Prepare weekly reports on on-going and completed procurement and operations processes and inform concerned sections regularly and maintain separate record in files for reference;
• Provide daily status verbal report to direct supervisor on the progress of procurement priorities;
• Generate different procurement management report on need basis.

Job Responsibility # 04: Capacity building –                                             %of Time: 05%

• Assist in conducting capacity assessment exercise of CARE and Partner staff and develop and coordinate plans for CARE staff and sub-grantee capacity development on procurement management;
• Convene capacity building events on procurement management, and preparation of relevant documents;
• Under the guidance of Manager Procurement and Operations, resolve, implement and organize procurement processes with other management and technical departments.

Job Responsibility # 05: Ensure effective controls are implemented in line with the best practices –                                                                                                 % of Time: 05%

• Support in Procurement process mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement in consultation with the Manager Procurement and Operations;
• Promote quality and result oriented approach in the Procurement department;
• Implement the internal control system best suited for the organization, ensuring implementation of procurement/operational strategies focusing on achievement of results.

Job Responsibility #6:  Perform other duties as assigned –                        % of Time: 5%

• The duties and responsibilities described above are subject to change, depending on organizational needs.
• Safety and Security is everyone’s responsibility within CIP through full compliance and accountability (as per Principle –ii of the CARE International Safety & Security Principles).

III. PROBLEM SOLVING (Thinking Environment)

Why things are done is known, but what has to be done and how to do it are not defined.  Situations are variable and the incumbent’s response will involve analysis, problem definition, development of alternatives, and making recommendations.  He or she will face and address problems that are typically non-recurring.

How to Apply?

Before the Closing Date: 15 November, 2023, interested candidates should email their CVs (necessary documents as per the attached adverts). The job title must be clearly stated in the subject line of the application for the employment. Equal Opportunity is provided by Care International to all equally eligible candidates.

Apply Online: Click Here