Procurement Officer

Pakistan Single Window (PSW) is recruiting on behalf of the National Agri-Trade and Food Safety Authority (NAFSA), a strategic national initiative dedicated to strengthening Pakistan’s agri-trade ecosystem. NAFSA aims to enhance regulatory oversight, facilitate trade, and modernize food safety and trade processes. The selected candidate will become part of NAFSA’s foundational team, contributing significantly to the development of systems, processes, and institutional capabilities that support the organization’s mission.

Key Responsibilities

- Support daily procurement activities by coordinating requisitions, preparing file notes, maintaining procurement trackers, and ensuring all documentation adheres to procurement rules and NAFSA Standard Operating Procedures (SOPs).
- Assist in preparing and issuing Requests for Quotations (RFQs), Requests for Proposals (RFPs), and bidding documents. This involves compiling specifications or Statements of Work (SOWs) from user departments and obtaining necessary approvals prior to solicitation.
- Manage vendor communications by addressing clarification requests, confirming receipt of bids or quotes, and distributing addenda when required, ensuring transparency and consistent communication throughout the procurement process.
- Facilitate bid opening procedures by preparing bid opening minutes, attendance sheets, bid receipt registers, and securely filing all bids and quotations.
- Provide support during bid evaluations by preparing comparative statements, compiling evaluation sheets, maintaining evaluation documentation, and assisting in drafting award recommendation documents under supervision.
- Maintain comprehensive procurement files and registers, including solicitation documents, bids/quotes, approvals, evaluation records, contracts or purchase orders, and correspondence, ensuring traceability, version control, and audit readiness.
- Track procurement cycle timelines and follow up on deliveries, inspection and acceptance documentation, and completion of file close-out requirements such as Goods Receipt Notes (GRNs), handover notes, and warranty documents.
- Support contract documentation management by maintaining vendor performance records, delivery compliance logs, and documenting issues or escalations for management review.
- Coordinate with the Accounts department to ensure timely invoice processing by providing necessary procurement evidence such as purchase orders, contracts, and delivery confirmations, and resolving any documentation gaps.
- Perform additional duties as assigned by the Assistant Director (Procurement) in alignment with NAFSA’s mandate.

Required Qualifications

- Bachelor’s degree (minimum sixteen years of education) in Business, Supply Chain, Finance, or a related discipline.
- At least 2 years of relevant procurement experience.
- Strong documentation and coordination skills with a high level of integrity.
- Basic knowledge of procurement rules and processes is preferred.

This role offers a unique opportunity to contribute to a pioneering national initiative focused on modernizing Pakistan’s agri-trade and food safety landscape. Candidates who demonstrate a proactive approach and attention to detail will find this position rewarding as part of a dynamic and foundational team.