SECOURS ISLAMIQUE FRANCE (SIF) is an international non-governmental organization dedicated to providing humanitarian assistance and development aid worldwide. Since 1991, SIF has been working across more than 20 countries.

In Pakistan, we have been actively serving vulnerable communities & marginalized groups since 2010 by providing them humanitarian assistance during emergencies and also support them through the implementing of sustainable development programs in the areas of Child Protection & child Wellbeing, WASH, Food Security & Livelihoods, Disaster Risk Reduction, and Education during both early recovery and development phases.

SIF is currently providing its services in all provinces of Pakistan, including; Sindh, Punjab, Baluchistan, KPK, and has a presence in 33 most vulnerable districts. In light of increasing challenges ‘such as’ inflation, illiteracy, poverty, and climate change, as well as their association with limited and shrinking resources like; water, food, and livelihood opportunities, SIF believes that there is a high need for enhanced collaboration between NGOs and government institutions. SIF is fully confident that by sharing experiences, innovations, and lessons learned under such coordination, we can collectively improve the well-being of children and alleviate the miseries of the communities across Pakistan.

CHILD SAFEGUARDING

As part of the implementation of the Child Safeguarding Policy (CSP), specify here the level of risk associated with child safeguarding (0, 1 or 2) depending on whether or not the position involves contact with children (in particular access to children and/or personal data) and, if so, specify the type of interaction. 

Reminder:

- Level 0: no contact with children

- Level 1: access to children and/or personal data about children

- Level 2: access to children and/or personal data about children and other risk factors such as frequent direct contact with children, contact in isolated locations/without direct supervision, contact with particularly vulnerable children (disability, children without parental protection, etc.).

Job Description:

The Procurement Assistant – School Meal Program (SMP) will support the implementation of procurement activities under the School Meal Program in Karachi (Malir and Keamari Districts). Based at the Country Office Islamabad, the incumbent will be responsible for reviewing procurement files submitted by field teams, ensuring compliance with SIF procurement procedures, donor requirements, and organizational policies prior to validation and approval.

The position will support the end-to-end procurement process by reviewing procurement documentation, preparing procurement-related records, maintaining trackers, coordinating with field offices, suppliers, finance, and program teams, and ensuring timely processing of procurement actions. The role requires strong analytical skills, attention to detail, and the ability to ensure quality and compliance in procurement documentation.

Essential Job Function

Procurement File Review and Compliance

• Review procurement files received from field offices in Malir and Keamari districts to ensure completeness, accuracy, and compliance with SIF procurement procedures and donor requirements.
• Verify procurement documentation, including BCIs, RFQs, bid analysis, procurement committee minutes, contracts, purchase orders, and supporting documents prior to submission for approval.
• Identify gaps and provide timely feedback to field teams for corrective actions.
• Ensure procurement actions are conducted in accordance with approved procurement plans and project budgets.

Procurement Support

• Support the procurement team in sourcing, solicitation, and evaluation processes., preparing IRVs and other relevent supporting documents
• Maintain procurement trackers and monitor the status of procurement actions from initiation to completion.

Vendor and Contract Management

• Maintain and update supplier databases and vendor records.
• Conduct supplier due diligence and screening in accordance with organizational procedures.
• Support communication with suppliers regarding procurement requirements, clarifications, and contract implementation.
• Monitor contract documentation and ensure timely renewal or closure of procurement files.

Documentation and Reporting

• Maintain accurate procurement records and ensure proper filing of all procurement documentation in both electronic and hard-copy formats.
• Support the preparation of procurement reports, spend analysis, and procurement performance tracking.
• Assist in monitoring procurement timelines and compliance indicators.

Coordination and Communication

• Liaise regularly with field logistics and procurement staff in Malir and Keamari districts to ensure timely submission and processing of procurement files.
• Coordinate with Finance, Program, and Logistics teams to facilitate efficient procurement operations.
• Provide administrative support for procurement committee meetings, bid openings, and evaluation processes.

Compliance and Risk Management

• Ensure all procurement activities comply with SIF policies, donor regulations, and applicable legal requirements.
• Support procurement risk mitigation through proper documentation, market assessments, supplier screening, and adherence to procurement controls.
• Promote transparency, accountability, and value for money in all procurement activities.

Other Duties

• Perform any other procurement-related tasks assigned by the Senior Procurement Officer, Snr. Roving Logistics Manager or Logistics Coordinator in support of the School Meal Program.
• The Procurement Assistant may be required to travel to field locations as needed to support procurement activities, conduct supplier assessments, verify procurement documentation, and provide technical support to field teams other than the School Meal Program.