Procurement Officer

Pakistan Single Window (PSW) is recruiting on behalf of the National Agri-Trade and Food Safety Authority (NAFSA), a strategic national initiative aimed at strengthening Pakistan’s agri-trade ecosystem. NAFSA focuses on enhancing regulatory oversight, facilitating trade, and modernizing food safety and trade processes. The successful candidate will join NAFSA’s foundational team and play a key role in developing systems, processes, and institutional capabilities that support the authority’s mission.

Key Responsibilities

- Support daily procurement activities by coordinating requisitions, preparing file notes, maintaining procurement trackers, and ensuring all documentation complies with procurement rules and NAFSA’s standard operating procedures (SOPs).
- Assist in preparing and issuing Requests for Quotations (RFQs), Requests for Proposals (RFPs), and bidding documents. This includes compiling specifications and Statements of Work (SOWs) from user departments and confirming that all necessary approvals are obtained before solicitation.
- Manage vendor communications by handling clarification requests, confirming receipt of bids or quotes, and distributing addenda when applicable, ensuring transparency and consistent communication.
- Facilitate bid opening processes, including preparing minutes, attendance sheets, bid receipt registers, and ensuring secure filing of bids and quotations.
- Support evaluation activities by preparing comparative statements, compiling evaluation sheets, maintaining evaluation documentation, and assisting with award recommendation paperwork under supervision.
- Maintain comprehensive procurement files and registers, including solicitation documents, bids, approvals, evaluation records, contracts, purchase orders, and correspondence, ensuring traceability, version control, and audit readiness.
- Track procurement timelines and follow up on deliveries, inspection and acceptance documentation, and file close-out requirements such as Goods Received Notes (GRNs), handover notes, and warranty documents.
- Assist in managing contract documentation 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 like purchase orders, contracts, and delivery confirmations, while 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 skills in documentation, coordination, and maintaining integrity throughout procurement processes.
- Basic understanding of procurement rules and procedures is preferred.

This role offers an opportunity to contribute to a national-level initiative that is critical to Pakistan’s agricultural trade and food safety framework. The position requires a detail-oriented individual capable of managing procurement processes efficiently while supporting the establishment of robust institutional systems.

Applicants interested in this position should prepare to engage in a dynamic environment focused on institutional development and regulatory excellence.