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Title:                                                   Assistant Manager Procurement & Administration

Location of Work Station:                  Sindh (Karachi)

Type of Job:                                        Contractual

Reporting to:                                      Procurement & Admin Manager/Executive Director/BOD/Chairman

Responsible for:                                Procurement & Admin Department

Desired Joining Dated:                      As soon as possible.

Primary Job Functions:

The incumbent shall be responsible for oversee the  Procurement & Admin functions of all the projects, as per the project work plans and proposals and report to the Procurement & Admin Manager. Coordinating with the Regional /District offices, maintenance of important information in a Desktop PC and/or laptop using Microsoft Windows and draft reports with that information. He/she will be responsible for, but not limited to, performing the following duties: 

Procurement Responsibilities:

  • Ensure transparent dealing with the venders and to make all the procurement processes as per SPRA rules and regulations.
  • To Assist managers and other staff with procurement of necessary materials and equipment;
  • To RFQ technically and ensure uploading/publishing tenders on the organization’s web site/newspaper(s). 
  • To collect and match samples and get the invoice for releasing of payment.
  • To work closely with the Procurement & Admin Manager to develop quarterly/annual procurement plans (based on quarterly distribution plans and annual work plan) to ensure timely availability of the products for program activities.
  • Update the monthly budget estimation and tracking to the Finance Department.
  • Primarily responsible for procurement of services including research surveys, training courses, direct marketing campaigns, media, and advertising services, designing services, consultancies, etc.
  • To track, evaluate, and report the vendor performance and improvements related to pricing, contractual terms, and/or scope of services.
  • Assist in developing and/or updating relevant organizational policies, processes, and tools to ensure full compliance with regulations and procedures.
  • Supervision of the procurement products including IEC materials and other tools, etc.
  • To review all contracts (for product and/or service procurements) to ensure quality standards are met, prior to submitting for review and approval as required procedures.
  • To manage overall health insurance-related additions, deletions, and changes in the staff and their dependents.

Admin Responsibilities:

  • Oversee day-to-day operations and work of lower-level staff and subordinate
  • Ensure compliance to organizational standards, including safety standards and beneficiaries or stakeholders communications
  • Planning, organizing, providing leadership and controlling all administrative functions.
  • To ensure front-desk reception is managed in a professional manner (walk-in, telephone calls, and emails.).
  • To ensure office supplies are managed in a cost-effective and efficient manner (good tracking system.).
  • To ensure documentation is properly filed (in both printed and electronic forms).
  • To analyze the daily reports submitted by procurement & Admin team and to ensure the all functions of the admin side will be running properly.
  • To analyze the vehicle reports.
  • To oversee overall operation i.e. office maintenance, security services, safety plan.
  • To supervise all administrative issues and solve them with support of Admin Team.
  • To maintain all the vendors record.
  • To oversee the arrangement of logistics for meetings, seminars, workshops, roundtables, and trips (hotel, flights, etc).
  • To ensure office equipment (telephone, printer, cameras, etc) are in good working order.
  • Ensure office supplies and stationery adequately supplied.
  • Maintain and up-date office inventory list of Supplies/Stationery.
  • Provide administrative support to office visitors and consultants as required
  • Provide other administrative support to all related departments with the proper filling of requisition and other Procurement related formalities;
  • Make strong coordination with subordinates and to provide technical support to them;
  • To fill the gap of lead in absence of the Procurement & Admin Manager.
  • Any other task assigned by the Manager/Senior Management/BOD/Chairman.

REQUIREMENTS

Minimum Qualification: MBA-Supply Chain Management/Administration/Finance/CA/ACCA 

Minimum Experience of 3 Years in the development sector.

Required advanced level of English, reading, writing for drafting of various reports, and knowledge of Urdu and Sindhi.  

Creative, energetic, ability to work independently with minimal supervision.

Ability to work well in a team.

Ability to network and liaise with the community

Good computer skills (Microsoft Word, Excel)

Demonstrated flexibility, motivation, and maturity

Willingness to work and live in harsh conditions.

Application Process

  • We are equal opportunity employer for qualified male and female candidates.
  • Females and minorities are encouraged to apply.
  • Interested candidates may send their CV and cover letter latest by 15th of January, 2021 at [email protected].
  • Please mention the position applying for in the subject of application.
  • Only shortlisted candidates will be called for test & interview.
  • The organization reserves the right to reject any or all applications.
  • For further information, please visit http//www.las.org.pk.




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