CARE is a leading global humanitarian and development organization. In Pakistan, CARE started its operations in 2005 and since then has supported the Government of Pakistan’s efforts to reduce poverty and suffering of the people affected by disasters. CARE’s programs focus on helping Pakistan achieve its Sustainable Development Goals especially in the areas of Health, Education, Women’s Economic Empowerment and Emergency Preparedness and Response (EPR). Since starting operations in Pakistan, CARE has responded with life-saving support to a series of large-scale disasters. CIP works through its local partners and a range of stakeholders for development, as well as emergency response related interventions, which makes collaboration a key component of its work, across the country. We are a nationally inclusive organization that strives to support the most vulnerable communities all over Pakistan, with particular attention to women and girls and youth.

Since the onset of 2022 monsoon floods in Pakistan, CARE International has initiated much needed life-saving humanitarian response for flood affected communities in Baluchistan, Sindh and Punjab provinces. 

I.  JOB SUMMARY: This position will be responsible for managing all emergency procurements of CIP such as solicitation, evaluation, selection, and payment in line with donor regulations and CIP procurement policies and procedures. The basic job responsibilities of the Procurement Officer are to oversee, guide, conduct, and provide administrative support in all procurement requests, updating the vendor list, and ensure on time payments to vendors/ consultants, ensuring necessary support in achieving CIP’s goals effectively, efficiently and in a timely manner. The position will also work in close partnership with the program team, emergency team, and the finance unit to ensure effective management of procurement resources allocated to partners, in CO and field offices (if any).

II. RESPONSIBILITIES AND TASKS: 

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.

IV.  QUALIFICATIONS (KNOW HOW)

A) Education/Training:

- Bachelor's degree in Economics, Business or related field is required; however a Master’s degree in Economics, Business or related field is preferred.

B) Experience:

- 2-5 years proven and relevant work experience of administration, and procurement management, etc. in Development sector preferably in an INGO.

C) TECHNICAL SKILLS

Required:

-          Good planning, organizational, and analytical skills in procurement management;

-          Ability to prioritize workload whilst maintaining a high standard of work;

-          Able to take initiative and team work approach;

-          Fluency in English language and written communication;

-          Ability to effectively liaise with key external clients, and other relevant stakeholders;

-          Firm belief in teamwork, gender equality, participatory approach and sustainable development;

-          Good presentation and training skills.

Desired:

• Knowledge of working on a sophisticated financial software;
• Operation and sub-grantees management skills.

D) COMPETENCIES

Respect, accountability, delegating, stress tolerance, problem solving, adaptability, interpersonal skills, information monitoring, planning, team building and organizing.

V. FREEDOM TO ACT

A) General Accountability:

The incumbent has the prime responsibility as detailed above and should ensure proper execution of all Procurement functions at CIP.

B) Financial Accountability:

Decisions made by the position holder have significant financial impact. Procurement management involves financial commitment. Job holder is accountable to maintain accurate records of procurement, and make sure that the processes are compliant with CIP rules and regulations. H/She is not the budget holder in the unit.

VI. CONTACTS/KEY RELATIONSHIPS:

The position has a working relations with all Program and Program support staff including Field office/Regional Office staff. She/he coordinates with vendors/contractors and other govt. and local offices.

VII. WORKING CONDITIONS

The position is located in Islamabad with 20% travel to field offices.

CARE  participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we hereby request information from candidate’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the candidate left employment. All offers of employment are subject to satisfactory references and appropriate screening checks. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

Note: Individuals can apply using Brightspyre or send their resumes directly to [email protected] before the stated deadline along with a cover letter reflecting how the individual's qualification, experience and skill set meet the job requirements. When sending your resume, please include the job title in the subject line.

Please share your current as well as salary expectation along with the CV.