•         Procure goods and services efficiently and Ensure USAID rules and regulations
•         Assist in conducting appropriate solicitation (for goods and services, etc.) following the organization’s guidelines.
•         Establish and maintain sound working relationships with suppliers and vendors for the sack of smooth procurement
•         establishment.
•         Ensure compliance with organizational and donor policies.
•         Organized and facilitate the procurement committee when sealed bid are opening, and cost evaluations, and perform due
•         diligence for awarded procurements.
•         Conduct market survey for the price reasonability and to explore new vendors.
•         Looking after the field office procurement and ensure timely delivery of goods.
•         Monitor contracts and purchase orders issued to vendors and follow up as necessary to ensure compliance to terms and
•         conditions.
•         Maintain the overall integrity of the electronic procurement filing system in company own software.
•         Assist the program team for the Inspection of goods prior the selection of vendor and issuing of PO, verify services, and
•         confirm delivery and receipt of goods.
•         Ensure that goods and services are purchased at the lowest, competitive prices and that paperwork on all purchases is
•         organized, audit compliant and completed correctly and in a timely manner.
•         Maintains organized files per SOP for all assigned procurement.
•         To make sure that CSI Check for vendor has been done prior vendor selection and issuing of PO.
•         Close co-ordination with global procurement manger when required for IT related and renovation work when required.
 

•         Procurement of goods and services as outlined in grant agreements under the direction of the team head.
•         To ensure all procurement activities are in line with USAID regulations and procurement standard policies and procedures.
·         Provide support to program/operations teams and make sure that the processes and documentation are in line with procurement standards, donor regulations, in close consultation with finance team.

·         Solicitation of RFQ (Request for Quotations) invite and organized bid committee when and where required, prepares Bid Matrix and make sure that the quantity, quality, price, delivery time are according to the RFQ scope of work.

·         Assist the program team for the Inspection of goods prior the selection of vendor and issuing of PO, verify services, and confirm delivery and receipt of goods.

·         Prepare source selection memo and get it signed from the bid committee members and ensure that all process are carried out per the procurement standard.

·         To make sure and confirm that all invoices have been received and submitted for payment to finance before the PO due date, and make sure the proforma invoice is submitted well on time for the GST processing.

·         To make sure that VC (Visual Compliance Check) for vendor has been done prior vendor selection and issuing of PO.

•         Review the PR (Procurement Request) in terms of spec price, quantity and make sure that the PR is in line with the approved budget.

•         Budget reviews for the in-king and FAA grants and verify the budget cost are in line with current market rate, assisting program and grant team for budgetary cost of goods and services.

•         Maintaining and updating vendors/ suppliers list on regular basis and conduct market survey for cost verification of goods and services for the period of six months.

•         Facilitate the auditors when and where required, provide documents in hard and in soft respond their quires on timely manners.

•         Looking to the Inventory for all in-king grants and to make sure that all NXP/XP property is entered in TAMIS, and sharing the list with grant team for disposition.

•         Preparing of procumbent tracker for in-kind grants and share on weekly basis with the concerned departments.

•         To make sure that all paid PO sand BPA have been closed in system and make sure these are ready for auditing.

•         Prepare BPA (Blanket Purchase Agreement) for recurring items for the period of one year and ensuring compliance throughout procurement process.

•         Record keeping of all the procurement actions both in hard and soft files.

•         Orientation to the IPs (Implementing Partners) on varies procurement process, donor rules and regulation and record keeping.

•         Other duties as assigned by the supervisor.

•         Procure goods and services as outlined in grant agreements, including identification of most appropriate procurement mechanisms
•         To make sure all procurement activities are in line with USAID regulations and procurement standard policies and procedures.
·         Provide support to program/operations teams and make sure that the processes and documentation are in line with procurement standards, donor regulations, in close consultation with finance team.

·         Solicitation of RFQ (Request for Quotations) invite and organized bid committee when and where required, prepares Bid Matrix and make sure that the quantity, quality, price, delivery time are according to the RFQ scope of work.

·         Assist the program team for the Inspection of goods prior the selection of vendor and issuing of PO, verify services, and confirm delivery and receipt of goods.

·         Prepare source selection memo and get it signed from the bid committee members and ensure that all process are carried out per the procurement standard.

·         To make sure and confirm that all invoices have been received and submitted for payment to finance before the PO due date, and make sure the proforma invoice is submitted well on time for the GST processing.

·         To make sure that VC (Visual Compliance Check) for vendor has been done prior vendor selection and issuing of PO.

•         Review the PR (Procurement Request) in terms of spec price, quantity and make sure that the PR is in line with the approved budget.

•         Budget reviews for the in-king and FAA grants and verify the budget cost are in line with current market rate.

•         Maintaining and updating vendors/ suppliers list on regular basis and conduct market survey for cost verification of goods and services for the period of six months.

•         Looking to the Inventory for all in-king grants and to make sure that all NXP/XP property is entered in TAMIS, and sharing the list with grant team for disposition.

•         Preparing of procumbent tracker for in-kind grants and share on weekly basis with the concerned departments.

•         To make sure that all paid PO sand BPA have been closed in system and make sure these are ready for auditing.

•         Prepare BPA (Blanket Purchase Agreement) for recurring items for the period of one year and ensuring compliance throughout procurement process.

•         Orientation to the IPs (Implementing Partners) on varies procurement process, donor rules and regulation and record keeping.

• Implement procurement system and purchasing strategies for goods and services in line with organization and donor guidelines and SOP.
• Responsible for preparing all contracts in support of assigned procurement area.
• Dealing with the Invitation for Bids (IFB) in coordination with other staff, advertising the IFB & distributing to all related suppliers.
• Coordinating bid committee meetings according to policy and assisting bid committee meeting with takings munities and prepare protocols.
• Preparing all comparative statements and bid analysis for considering of the bid committee as well as to support their decisions.
• Prepare all contracts and to submit them to proper managers including Islamabad, if by threshold required, for approval.
• Complete all direct purchasing as per donor approved grant BOQ and budgets.
• Assists with capacity-training of new staff in general procurement regulations and donor requirements.
• Ensure USAID rules and regulations relevant to procurement daily practices are strictly adhered to.
• Routinely monitors market and works to determine the most reasonable, fair and expeditious option to procure best value goods and services.
• When required, manages bulk purchasing and inventory.
• Directly Liaises with vendors and contractors on a daily basis to ensure the best quality products available are delivered on time.
• Ensure that goods and services are purchased at the lowest, competitive prices and that paperwork on all purchases is organized, audit compliant and completed correctly and in a timely manner.
• Maintains organized files per SOP for all assigned procurement.
• Manage pre-qualification process with tight coordination from Head Office procurement team.
• Routinely updates the internal Excel file of local, regional and internationals vendors and service providers.
• Ensure that the office is provided with the most up-to-date information on latest market rates for routine items, as well as information necessary to track project payments and deliveries.
• Identify suppliers for a given procurement task, to solicit and collect multiple quotations for all supplies as directed by the Procurement Heads.
• To deliver Purchase Order to all suppliers in on time.
• To ensure that all Goods Received Note (GRN) AND Waybills are properly filled out at each delivery site for all deliveries.
• Ensure suppliers deliver procured items in a timely manner, verify that deliveries have been made correctly and on time.
• Provides guidance and mentors staff regarding procurement procedures and best proper inventory records

·To develops implements and monitors processes and plans that effectively manage inventory management system.
·To design guidelines, procedures and tools those supplement the IMS.
·To take care of tagging, documentation, reporting and periodic inventory taking compilation.
·Dispersal of assets among partner organizations with proper documents and to make sure that they have received accordingly.
·Keep updates the concerned unit for donor reporting that partner’s organization have received assets.
·Keep Close coordination with IPs head of office regarding reporting and sharing information for donor compliance.
·Travel to different regions (especially in KP & FATA), Baluchistan & Southern part of Punjab for monitoring implementing partner’s assets.
·To develop efficient and effective inventory control system to minimize risk of theft, lost and damage.
·To take care of program related inventory insurances (field insurances, ware house/store insurances etc.)
·Reconciliation of inventory with finance ledger book and report if any discrepancy found.
·Ensure maintenance occurs as per schedule and that repairs are carried out in timely manner.
·o keep updated and accurate records of inventory items by partner and location wise for easy tracking.
·Manage and supervise staff and to train them how asset and supply will be managed.
·Inventory physical count of internal office and partner organization offices on need basis.
·Orientation session for Implementing Partner regarding asset management and record keeping reporting.
·Build the capacity of IPs staff regarding sharing information and record keeping.
·To Ensure proper procedure has adopted when property donating to IP or other organization.
·To help in establishing proper documentation according to USAID property/assets disposition procedures.
·To develop and timely approval of close out plans of program/projects asset disposition.
·To develop property disposal guideline according to donor disposition procedures.
·Make recommendations and take action for the disposal of items as required after approval of the Regional Property survey Committee.

Adequately define and administer to assure that property is managed per donor requirements, policies and procedures.
•       To ensure regarding the acquisition, transfer and disposal of property according to the property procedures.
•       Ensure use of the item as per instructions/ guidelines/standards provided by the manufacturer or the technical expert.
•       Take reasonable security precautions to discourage loss, theft, or misuse of property.-
•       Report lost stolen, damaged, or otherwise impaired property / equipment to the immediate Supervisor.-
•       Provide accurate, timely, and complete information regarding property status changes (e.g., receipt, loss, transfer to a new
        location, cannibalization, etc.).
•       Participate in researching and resolving property issues and notify PS-Director when items are no longer needed.
•       Ensure that temporary loans of property and equipment to other external entities are documented, and make sure items are
        returned as agreed.
•       Travel to field offices (Karachi, Punjab,KPK) for asset and property physical verification USAID funded project.
•       Supervise and oversee asset physical verification team and provide guidance when needed.
•       Training session for Implementing Partner regarding asset management and warehouse management on quarterly basis.
•       Preparations of IPs assets documents and give assistance in Donor reporting that the assets are disposed off as per policy.
•       Preparation of lease agreements, Vehicle rental contract etc.
•       To ensure that work has been done by all vendors/ contractors, IT services etc as per agreement and payments have been
        made accordingly.
•          Record all assets in logistic database.

Overall management of the warehouse both fixed assets and consumables.
•       Keeping an updated stock register of all the items stored in the warehouse and its delivery at other destination and verifying
        incoming and departing shipments.

•       Keeping an updated record of the Commodity Release Authorization and Way Bill/Delivery Note.

•       Responsible for the overall management of the warehouse, Stock Card Manual and soft.

•       Co-Ordination with vendor in the connection of Arrival of Supplies.

•       Arrangement of Labors and processing their payment after work done.

•       Implementing quality control checks for incoming and outgoing goods, tracking of pipeline international consignments.

•       To develop and properly maintain a checklist of all items, available in warehouse under specific donor.

•       Close co-ordination with custom clearing agent upon offshore consignments arrival at airport.

•       Picking up cargo from airport after clearance and deliver it to implementing partners.

•       Maintaining and reconciling inventory and to share with the concerned section.

•       Tracking up incoming goods from international and national vendor, donors.

•       Updating incoming planning on weekly bases.

•       Reconciliation of PO against goods received for the processing of their payment.

•       Monitoring quality and dispatch to store.

•       Verify conformity and relevance of invoices from supplier and/or clearing agent.

•       Co-ordination with procurement section about pipeline supply.

•       Share stock report after each delivery via e-mail.

•       Inspection of goods upon arrival and report and any discrepancies found.

•       Will coordinate with the field offices for distribution.

•       Making sure that the Security Guards at the Warehouse are provided with a copy of the Way Bill/Delivery Note before the

        material leaves the warehouse.

•       Responsible for taking physical verification of stock on periodic basis but once in two months.

•       Sorting out damage and auction able items for auction.

•       Verifying incoming and departing shipments
•       Determining space, layout, material handling, equipment, maintenance requirements.
•       Preparing documentation for shipment.
•       Coordinating with transport responsible, expedition and tracking of shipments.
•       Sorting, consolidating, de-consolidating and transferring goods, according to dispatch requests.
•       Selecting packaging, marking and labeling shipments.
•       Packing and unpacking, loading and unloading goods.
•       Implementing quality control checks for incoming and outgoing goods.
•       Determining surplus/damaged/obsolete material.
•       Coordinating disposition of damaged/obsolete goods.
•       Maintain update record in logistic database-UNITRACK
•       Responsible to ensure medications are stored in the correct manner.
•       Manage the warehouse assistant daily in the medical items.
•       Ensure storage, classification and organization of drugs and material according to medicines protocols.
•       Initiate transportation requirements plan and then contact with vendor to prove vehicle on need basis.
•       Prepare vehicle agreement with local transporter for local movement of supplies delivery.
•       Assessing transportation needs, product packaging, and consolidation options if required.
•       Weekly evaluating transportation expense and then submitting to logistic head.
•       Coordinating documentation, expediting, tracking and tracing of products.
•          Draft Invitations to Bids, Request for Proposals and requests for quotations for procurement of services.
•          Maintain track record of the bidders by category of services for future invitation
•          Draft Request for Clarification to various bidders. Tabulates bids and prepares Comparative Statements.
 

 
Cash Handling:
•       Handle authorized cash advances and refund.
•       Ensure correct and timely refund, and to minimize the amount outstanding.
•       Prepare and be responsible for regular payment of utilities and get reimbursement if any.
•       Keep track of expenses and report immediately in case of deviating amounts or unusual money requests.
•       Do at least weekly cash count, and prepare monthly cash count statement.
•       Make a financial planning .i.e. guide national and expat staff members in the planning of their financial needs.
•       Exchange the money at the banks or money exchanger (no black market exchange) providing a receipt of the exchange.
Bookkeeping:
•       Record the cash and bank cheque movements on a day-to-day basis in Odyssee accounting program.
•       Verification of the amounts nature/translation of the expense by study of the accounting documents provided.
•       Daily encode of the Balzac of the capital (Administrative cash-boxes in USD & PKR) on the Odyssee accounting program
        and locate expanses to the missions by nature/analytical code.
•       Send the bookkeeping to the Fin Admin on 15th of the month and a maximum of the 3 days after closing of the month.
•       Compare the cash count statement with the journal balance at the end of each week, and month.
•       Report to the Financial Administrator about and cash disparity and irregularity of expenses made, and be able to explain
        these.
•       Check the bank statements and follow up of all problems linked with bank.
Salary Administrations:
•       Prepare the monthly payroll national staff in link with the HR administrator.
•       Organize the payment of salaries and the half monthly salary advances after authorization of the administrator.

 
•          Assist medical doctor team at the time of first aid to the earthquake injured patients.
•          Briefing to the patient in their language regarding prescribed medicines usage and precaution.
•       Delivery of medical equipments from one destination to another by road.
•       Communicate the patient local language into English to the medical doctor team.
•       Vehicle arrangement for commodities delivery to the final point of distribution.
•       Assist Logisticians team on various matters related to supply chain. 
•       Distribution of supplies, among the earthquake affected population.