Purpose:

Under the supervision of the Director Operations, the incumbent is responsible for providing operational and administrative support to the procurement function of the USEFP, including procurement coordination, vendor liaison, processing of purchase requisitions and orders, maintaining procurement records, and supporting inventory management. The role also assists in ensuring that procurement activities are conducted in accordance with USEFP's established policies, procedures and internal controls.

Key Responsibilities:

•  Coordinate procurement activities, including processing purchase orders, receiving and inspecting goods, returning defective or incorrect items, and supporting the proper handling, storage, labelling and maintenance of procured supplies and inventory.
• Assist in vendor pre-qualification and bid opening process in accordance with established procurement procedures.
• Examine and inspect stock items for visible damage, wear or defects and report issues to the supervisor for appropriate follow-up with the vendor.
• Assist in compiling and maintaining qualified bidder list.
• Maintain accurate record of the incoming and out-going stock, monitor stock levels, and report any discrepancies to the supervisor.
• Help in preparing and processing Purchase Orders, tracking required approvals, and following up on order fulfilment and delivery status.
• Maintain records and initiate claims against vendors for short, incorrect and damaged supplies.
• Maintain procurement-related records, both printed and electronic, for audit purposes.
• Assist in reviewing purchase requisitions for completeness and compliance with established procurement procedures, soliciting bids/quotations from potential vendors, and supporting the implementation of USEFP's procurement policies and standards under the supervision of the Supervisor.
• Assist in completing documentation (Purchase Requisitions, Bids, Vendor Invoices, Goods Delivery Notes etc.) for payment process.
• Maintain record of advances made in connection with purchases, monitor their outstanding status, and coordinate with relevant vendors and the Finance Department to facilitate timely settlement and reconciliation.
• Maintain the necessary purchasing databases, vendor listings and files and update them regularly.  
• Monitor outstanding and overdue purchase orders, follow up with vendors on order status and expected delivery timelines, and promptly report delays or other issues to the Supervisor.
• Assist in identifying new sources of supply for goods and services, review and maintain vendor credentials.

Qualification (Essential):

Bachelor’s degree in commerce (B.Com), Business Administration (BBA) or an equivalent qualification in a related field.

Experience:

At least 3 years of post-qualification practical experience in the procurement of goods, equipment, office supplies, furniture & fixture and services, preferably with an international organization. 

Other Requirements:

• Honest, trustworthy, responsible and detail oriented.
• Excellent communication both in English and Urdu, strong negotiation and interpersonal skills.
• Ability to work in team setting, taking initiatives and performing multiple tasks.
• Computer literacy – proficient in use of MS office suite (Word, Excel, Power point), internet and Outlook.
• Demonstrated knowledge of procurement procedures, systems and practices.
• Hands on experience of online procurement system.
• Good knowledge of and business relationship with local vendors and suppliers

General Provision:

The duties and responsibilities outlined in this Job Description are not exhaustive and may evolve over time. The incumbent may be required to perform additional tasks and assume new responsibilities as deemed necessary by management, in alignment with the overall purpose of the position and the organizational requirements.  

Security Clearance Requirements:

Employment is contingent upon criminal and security background check.

Equal Employment Opportunity (EEO)

This organization provides equal opportunity and fair and equitable treatment in employment to all persons without regard to race, color, religion, sex, national origin, age, disability, political affiliation, or marital status.