Procurement & Logistic Officer

Overview

Jhpiego, an affiliate of Johns Hopkins University is implementing USAID funded Maternal and Child Health Survival Program (MCSP) AFPP program to accelerate family planning programs in Sindh, Punjab and Balochistan provinces in Pakistan. Jhpiego seeks suitable candidates for the following position.

Responsibilities:

• Perform required procurement process for both operational and program-related equipment and supplies requested by Jhpiego staff by documenting procurement requests, soliciting and receiving quotes, and supporting bid analyses at the direction of the supervisor in compliance with Jhpiego and USAID rules and regulations.
• Initiate & coordinate the entire procurement process with program staff in main office and in field districts
• Provides advice and guidance to program staff on procurement matters, and coaching on relevant processes e.g. Requests for Quotation (RFQ), Request for Proposal, Bid Evaluation Criteria and other competitive procurement tools to ensure program needs are met, and to ensure procurement processes are perceived by suppliers as fair, open and ethical plans, organizes and leads the bid solicitation process including drafting and issuing RFQ, RFP, P.O., Procurement Service Contracts, developing bid evaluation criteria and guiding program staff on processes involved
• Coordinate with all vendors, suppliers and contractors and maintain good business relations
• Ensure the collection of competitive bids/quotes and potential vendors for possible supply orders on office consumables, etc.
• Undertake trend analysis of prices and potential suppliers. Ensure yearly contracts are reviewed before expiry and initiate procurement process as necessary.
• To maintain all files for contracts, and purchase orders according to Jhpiego policy.
• Ensure suppliers deliver procured items in a timely manner; verify that deliveries have been made correctly and on time.
• Supervise market surveys to assess market price
• Maintain and update PR Tracking, Approved Vendors, databases etc., on regular basis
• Perform randomly market survey for fresh rates update Price List accordingly
• Ensure due diligence of vendors/suppliers/contractors (Sentinel check) is performed
• Assist supervisor in all required procurement reports for senior management and any other urgent procurement needs
• Negotiate for best purchasing package (in terms of quality, price, payment terms, delivery and service etc.) with suppliers and contractors assigned
• Assist Manager P&L in managing transportation including assigning vehicles to staff in Karachi and in field districts.
• Coordinate with Jhpiego Karachi and districts based staff for movement by road as and when required
• Ensure that all vehicles are properly serviced and maintained up-to highest standard and equipped with tools and emergency and first aid kits etc.
• Organize the transportation of material, equipment and personnel to the field offices, intimate supervisor for car hiring service agreements/extensions in all Jhpiego offices and maintain vehicles lists updated.
• Process rental vehicle payments on weekly and monthly basis and ensure files are updated Check and ensure all the vehicle related documents are available as required by the organization and government of Pakistan including security clearance certificate, contact numbers for security in-charge, traffic/police office, hospitals etc.
• Ensure vehicle log books are maintained and reviewed at least weekly basis or randomly to ensure official vehicle is used only for official business Prepare monthly fuel consumption reports and process field offices payments to Finance.
• Prepare vehicle repair and maintenance report, drivers’ overtime and submit to the supervisor with an analysis sheet, check and verify monthly fuel consumption report, vehicle repair and maintenance report, drivers’ overtime and submit to supervisor with an analysis sheet
• Coordinate with all car hiring service contractors, Toyota motors and PSO regarding timely submission of bills / invoices Visit all field districts to address transport/logistic issues or providing logistics support to training activities as and when required
• Keep track to payments made to suppliers/contractors to avoid duplication and travel of payments. Ensure that all required logistics files are accurate and up-to-date as per Jhpiego policies and procedures Ensure storage facilities in Karachi or in working districts are properly maintained
• Any other task assigned by the supervisor

 Required Qualifications

• Bachelor degree with minimum 5-6 years of experience in Procurement and Logistics or MBA with minimum 3-4 years of extensive experience, any service or sub-contract management experience will be a plus point
• Must be competent and committed towards the challenges related to job.
• Good computing skills required and must be able to meet the deadline and deliver results
• Good written and oral English are essential, local languages will be a plus point
• Good working experience in MS Excel, Word, Power point and other software applications
• The contract duration will be of 1 year

Note: Only shortlisted candidate will be consider for an interview. The successful candidate selected for this position will be subject to a pre-employment background investigation.

Jhpiego is an Affirmative Action/Equal Opportunity Employer