Background:

Inspire Pakistan stands as a distinguished non-profit organization dedicated to the implementation of transformative programs within the domains of education, community protection, and social cohesion. Operating in collaboration with esteemed partners such as the United Nations Refugee Agency (UNHCR) and the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ), and under the policy direction of the government of Pakistan, Inspire Pakistan has positioned itself at the forefront of fostering positive change.

Job Summary

The Senior Procurement Officer will be responsible to support procurement activities in the organization providing the purchasing of goods in accordance with donor regulations and policies through a competitive solicitation. He/She is responsible to ensure cost-effective and efficient procurement of the organization. With substantial growth in procurement and need to mitigate risk, the procurement is going through a considerable change process. The Snr.Procurement Officer supports the development and sharing of best procurement practices. He/She focuses on the Quality Assurance of the purchases. He/she contributes to the development and implementation of the training/learning curriculum and establishes 'Best Practices' to improve procurement quality in the field.

Key Roles and Responsibilities

• Responsible to process all procurement proposals, evaluating vendors based on price, quality and delivery timelines etc.
• Ensure that required materials/services are as per the required standards and in case of defective or unacceptable goods or services one must determine corrective action.
• Evaluate and monitor contracts to ensure that vendor and supplier goods comply with the terms and conditions.
• Maintain and review records of item costs, deliverables, and product performance.
• Interview vendors and visit suppliers' premises to examine and learn about products, services and prices.
• Responsible for activities vis-a-vis asset & inventory management for proper record keeping.
• Responsible for all aspects of warehouse and data management.
• Maintain records of payments to the vendor.
• Carry out market and supplier surveys at the base level when needed.
• Collect and review all delivery documentation, prepare payment transaction with all supporting documents after delivery & ensure that payment is done according to contract terms.
• Oversee all program procurement for the area of responsibility for the office.
• Implement system of tracking and create goods received notes and waybills for items that are distributed within the area of responsibility.
• Ensure appropriate funds are available for purchases and ensure regular reconciliation of any cash advances.
• Request bids (3 minimum), prepare Bid Analyses, conduct appraisals and select suppliers in consultation with the director operations
• When necessary, analyze and evaluate information regarding vendor’s performance as regards quality, prices, delivery, and equipment are in conformity with the organization’s requirements.
• Conduct tracking of procurement status and regularly reports to supervisor.
• Ensure all expected merchandise is received, in accordance with PO, specifications, and in good condition. Ensure appropriate invoices are received and prepare the paperwork for the payments.
• Ensure assets received through procurement or donation is duly registered.
• Issue assets as per supply request approved by Director Operations and control that tags are affixed to the assets.
• Any other duty within the incumbent’s capabilities as assigned by the CEO/DO or Program Manager

Competencies:

Management and Leadership

• Focuses on impact and results for the client and responds positively to feedback;
• Shows effective problem-solving and conflict resolution skills;
• Consistently approaches work with energy and a positive attitude;
• Demonstrates strong oral, written communication and presentation skills;
• Able to perform effective coaching, mentoring and facilitation roles
• Builds strong relationships with clients and external partners;
• Strong self-management skills to plan, manage, and deliver results
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities
• Demonstrates commitment and integrity in line with UN values and ethical standards;
• Promotes the vision and mission of Inspire Pakistan;

Development and Operational Effectiveness

• Able to lead procurement processes using standard and? cutting edge? procurement methods and tools;
• Able to conduct standard training/learning exercises
• Strong project management capabilities
• Strong IT Skills
• Able to implement new systems (business side) and affect staff behavioral/attitudinal change

Knowledge Management and Learning

• Promotes a knowledge sharing and learning culture in the office;
• Develops deep understanding in procurement and training/learning
• Demonstrates strong coaching/mentoring skills, regularly providing helpful feedback and advice to others in the office
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan, applies new acquired skills and is able to draw lessons from professional/personal experience and integrate new learning into overall approach to work.

Behavioral

• Strong interpersonal and team-based skills in a multi-cultural, multi-disciplinary and multi-sectoral environment;
• Strong networking skills to ensure effective collaborative relationships across the spectrum of internal and external stakeholders.

Qualification and Experience

• Advanced university degree in Business Administration (MBA) or Public Administration (MPA) or related field.
• Minimum of 7 years’ of professional experience at the national or international level in providing procurement services and/or managing an operations service.
• Experience in the usage of computers and office software packages, and financial systems are essential.