·       Performing on a day to day basis the purchasing activities of a supply office, analysing market sources and competitive pricing conditions among different suppliers in order to ensure an ongoing supply of goods, following the procurement procedures and according to MSF standards and protocols. Including the following activities:

Constantly assessing the local market, seeking products and suppliers that offer the best value for money and negotiating prices in order to guarantee the best quality and pricing for MSF goods and commodities. Regularly updating the supplier-item-price data and order falow up tools on the supply office and informing the Supply (Activity) Supervisor / Logistics Supervisor of all information or modifications to the data i.e. price, address, items available
At the request of the line manager, obtaining different quotations from suppliers according to the MSF Purchasing policy and placing purchase orders to pre-selected suppliers with whom prices have been agreed.
Requesting invoices or receipts, without delay, for all purchases, checking they are correctly filled and translating information written in local language before approval
Managing the administrative and accounting procedures related to purchases: completing purchase orders, checking delivery notes (against orders), managing advances issued by the Finance Department, etc. Updating information on purchase lists after purchases are made.
Assisting in reception control process with the storekeeper.
Timely submission of payments along all supporting documents and shared payments of proof with supplier, maintain supplier database and files of procurement as per archive plan and ensure all payments align with stipulated contract terms.
Responsible for Emergency projects procurement local / International for Dadu locations (Flood Response) with regular coordination with the base level staff for delivery and reception of supplies.

 Contract Administration and Management:

Prepare and execute different types of LTA,s including single vendor LTA,s,multiple vendor LTA,s with/without secondary bidding for the same product or services and classified further at country/regional/global level.
Consider followings in drafting LTA,s
Type of LTA and geographical coverage; Expected duration of the LTA; Price adjustment method, if any; Expected benefits and risks of the LTA; Procurement strategy: solicitation method, type of competition; Procurement process timelines; Sustainable procurement considerations; Description of goods/services required;
Efficiently use of other entity LTA,s (Piggy-Backing).
Generate Call off orders against LTA,s. 

Solicitation,Submission,Evaluation:
•           Analysis and process request for procurement of goods and services for different technical & emergency programs , ensure adherence to the standard WHO guidelines on procurement, accuracy of  information, completion of  require supporting documents and check availability of funds.

•           Using GSM initiate local request for both catalogue and non catalogue items in an efficient manner , monitor status and ensure timely process of request and delivery of goods and services, Draft PO amendments when require, provide justification and upload supporting documents
•           Prepare request for price estimates for non catalogue items, obtained estimated cost from the regional logistics & supply unit at HQ and implement procurement related decision taken by supervisor and technical unit.
•           Draft ITB, RFP, RFQ, and LTA with related correspondence, compile offers, prepare summery of bids, including information on price and condition of offer and draft adjudication report wit recommendation for decision making.
•           Organize and arrange meeting with PRC procurement review committee with suitable dates, compiling and disseminating necessary background documents related to the cases to be presented.
•           Initiation and organization of offline procurement processes for goods & services includes Preparation of TOR, s of required work with requesting unit & leads.
•           Obtaining technical clearance from EMRO concerned unit. Identifying the source of funds and its validity. Select the potential supplier and proceed the bidding process.
•           Determine service contract type & prepare require documentation Obtained offline required clearance and approvals on all levels.
•           Create supplier in GSM and submit the procurement requisition in GSM.
•           Receive PO in generic procurement mailbox and circulated with relevant provinces to requesting unit. after completion of delivery.
•           Initiate the payment process to close the Purchase Order before funds validation expires.
•           Enter receipts in system to trigger the payment process against Purchase order and ensure payment made as per PO terms & conditions.

•           Performance management of suppliers and procurement staff to see what is working and what is not and clearly identifying the bottle necks and problems with solutions are in procurement

Oversee the furnishings of premises (offices and guesthouses); Supervise maintenance and repairs of premises;
• Provision and replenishing of office supplies: Identify needs in stationery and office supplies; Establish a follow-up procedure for the stationery store;
 • Ensure safe conditions of office and housing, includes proper electrics, adequate water supplies, bathroom. Roofing, plumbing, compound hygiene etc. 
• Manage the emergency program communication systems ensuring that all response locations have reliable means of voice and data communication as per security policy. 
• Conducting and liaison functions of security matters with all actors in the project area especially with community members, religious leaders and district officials.
• Facilitating the provision of security clearance to all field staff while travelling within /outside the project areas. 
• Keep eye on print /electronic media about the news regarding law and order situation in various cities and update the organization accordingly. 
• Develop supply chain strategy at Base Level & ensure efficient management & timely availability of resources for all Program delivery from country office to base office includes , delivery leadtimes’fallowups ‘labors( skilled unskilled)’unloading supplies’ transportation, storage, repacking’ loadings and distribution matrix implementation ‘security arrangements & Plan for No of Distribution Events  as per tight deadlines .
Based on the security & safety updates, advise field staff travel to the field and country office and Monitor staff field movement accordingly.
Maintain updated staff verification record in file.

Deliverables:
• 102 Latrine constructions amount 43,64,682 in UC Mumbaiti Barkzai bannu initiate tender,Bid Analysis,comparative statements, PO and agreement of services to final bidder, fallow-up for material supplies at field and NOC for site constructions. (wash)
• Responsible for 3625 food packs amount 25,389,500/- storage, transportations, labors, re-packing from warehouse township to distribution point into 5 hubs of WFP situated in domail,vocational collage,gurwala at bannu
• Responsible for execution of 3000 kitchen sets logistics and supply chain valued 15,530,973/-.
• 3000 & 3625 hygiene kits purchases amount 1,23,00000 & 1,36,13,687/- receiving,storage,distribution on sites and ensure security arrangements for corps with liaison of govt stake holders and other arrangements according to each event form.
• Rehabilitation of drinking water scheme amount 10,00000 includes installation and fixation of motor pumps and other belongings in UC nar jaffar and in UC masti Khel.NOC to put work in process from govt stake holders.
• Rehabilitation of health facilities in UC Mandew and in UC Naurer, amount 9,67,000 .fallow up of material on both BHU,s with close conjunction of engineers and sub engineers and before starting work ensure NOC for both BHU,s.
• Establishment of mini Hospital in terms of functional all BHU,s to place all medical equipment in bhaka khel camp and in BHU Naurer.
• Procurement of medicines & storage of medicines and ensure medicine availability in BHU for daily OPD in BHU bhak Khal Camp and BHU Naurer.
• Participate in budget re-appropriation meetings and supervise all expenses of each category in budget line to avoid under/over spending. Running Cost:
• Ensure efficient and effective office management ( lease agreement of office/warehouses/residency, addendums, man power at entrance, safty equipments at premises, purchase of office supplies ,janotrial & utilities)
• Responsible for mess management in office and staff residency ( daily purchase of food items, lunch and dinner in time facilitation
• Ensure fleet and transport management effectively ( agreement with transporter for rented vehicles and trucks, agreement with fuel pump and with landlord of IR holdings, ensure SOP,s of fleet in emergency fallowed etc). Managing and tracking all vehicles on the fleet, including movement planning, day-to-day allocation, log book control, reporting, rental contracts, staff (driver) management, duty drivers and driver shifts, and the monitoring of fuel consumption .
Responsible for ensuring that efficient and appropriate operational support is provided for all site activities including drug stock management, office / guesthouse and medical camps set up, maintenance and outreach activities in conjunction with the Base In charge & in co-ordination with the Project Coordinator.
• Maintain updated asset and inventory tracker at field level,inventory in BHU,s etc.
• Cerfew handling in distribution and in daily OPD at fileds through camp administration and security administration (101 brigade),update staff about security situations through emails,sms and ensure staffs are fallowing minimum standard of safety and security.
• Reporting ( maintain updated warehouse consumptions reports, fuel consumption reports,inventory book and share with country office ISD concerns. • Payments (ensure fuel payments twice a month,adjustment of revolving woking advances in finane).

General Administration Coordination Support in TVET Refor Prorgrame.
•           Supervise and coordinate with Foal points of selected institutes for all the logistics support and operation activities in
•           Zone 01 (Peshawar,Nowshera,Charsada,Swabi)
•           Zone 02 ( Kohat,Karak,Bannu,Lakki Marwat,D.I Khan,)
•           Zone 03 (Malakand, Mangora,Swat,Buneer,Dir Lower , Dir Upper , Chitral)
•           Zone 04 ( Haripur, Manshera,Bhattgrame,Abbottbad) and Zone 05 ( Fata, Bajor Agency) 
 ü  Entertain all events/workshops/ meeting with partners, stakeholders for smooth implementation of Project includes synergy meetings, EU visibility plan workshops etc.
ü  Assist in coordinate with chamber of commerce, NAVTEC, sdc Peshawar, GIZ regional program and with TVET training facilities in KP and FATA.
ü  Standardization of MoU and assist in designing institutes fees structures and payments to TVET training facilities as per terms and conditions mention in MoU.
ü  Filed visits in all zones of KP for administrative checks e.g. attendance.
ü  Conduct interviews of all students as per demand driven trade/skill of all standardized 30 TVET training facilities.
ü  Ensure boarding and lodging of staff during field visits and entertain all travel claims, medicals, and perdiums as per TUSDEC policy and as per job title threshold.
1        Equipment Management:
 Maintain asset register and ensure asset register are reliable source of information, all codes are tagged and visible on all assets with proper documentation, asset issuance form, transfer form, etc are well prepared and in file.assett transfer,issuance,disposal are  manged accordingly.
ü  Maintain minimum stock level and assess consumption trend and maintain inventory control system.
1        Security:
  Maintain up to date staff contact list and share with all region updates regarding security situation particularly in remote areas.
ü  Process NOC from Home Department through section officer for expats visits.
ü  Manage the issuance of TUSDEC IDs, business cards and determined in who is illegible for business cards.
1        Finance:
 ü  Supervise petty cash expenses on weekly basis to ensure project operational cost efficiently and effectively and ensure availability of advances to field staff when they travel out of district.
ü  Maintain cash ledgers and expense sheet for cash disbursement with finance department of head office and signed all supporting documents invoices, approval mails, bidding sheets against each expense.
ü  Ensure all perdiums entertain timely according to designated threshold and health cards, insurance cards of all staffs are updated and functional.
Procuremnt Managment 
ü  Ensure all procurements of donor projects are total best value for money, transparency, accountability, fair competition, and equal treatment of suppliers, conflict of interest and free of anti bribery.
ü    Responsible for all contracts of goods & services through Management goods & services
ü    Planning and budgeting,
ü    awareness of delivery lead time,
Scheduling orders, tracking and monitoring performance
1        Fleet management:
ü   Supervise drivers, inspection of vehicles, POL consumption reports, averages of vehicles, repairing and maintenance of vehicles, drivers orientations, travel authorization request properly maintained  and ensure security protocols are followed by drivers and staff during travel in/out side the districts.
ü  Arrange for all arrival and departure, pick up and drop off from and to airport and submit timely transport requests to Supply Chain.
Human Resource
ü  Maintain attendance database and share daily electronics attendance of office staff and 30 institutes’ attendance with head office.
ü  Maintain leave records of casual leaves/sick leaves /annual leaves/maternity leaves/compensatory leaves and balances of leaves share with all office staff at the end of month.
ü  Maintain and administer salary administration system and performance appraisal programs.
ü  Monitors employee time keeping and payroll payment procedures and Develops and implements administrative and procurement SOP, s.
ü  Orient staff and Guards on evacuation plans, drills and procedures regarding emergencies. Ensure maintain all Firefighting equipment and emergency exit safety measure.

t.
Office Management
• Ensure overall supervision and compliance of organizational policies and procedures.
• Prepare contracts for Janitorial and other out-sourced services. 
• Maintain office premises/residences in clean, safe and comfortable working conditions.
• Periodical maintenance of all equipments including generators, photocopiers, air-conditioners for their smooth and trouble free usage.
Petty cash handling, procure stationery items for office, pre-checks of all received invoices from field staff, arrange safe transport to deliver goods at end user poin
• Supervise record keeping, filing and proper retrieval of all records for the department.
• Supervise the mess of 200 people and their accommodation.
• Performing all the duties of Inventory, Admin & Fleet department.
Management of the IT Network:
• Organize the installation of computing hardware and software (computers, printers, scanners, photocopiers, Network systems);
• Identify suppliers of Internet access and negotiate service contracts; Ensure back-ups of information and files are kept on the server;
• Ensure the maintenance and undertake a regular inventory of IT equipment;
Management of the Vehicle Pool and Transportation    
Management of the Vehicle Pool:
• Organize the allocation and daily availability of vehicles;
• Establish tools for vehicles follow-up: log books, technical check-ups etc.
• Ensure the maintenance of and undertake a monthly inventory of the vehicle pool; • Calculate  and  check  the  monthly  cost  of  each  vehicle  (fuel  consumption,  repairs)  in coordination with the CFO;   Transportation management:
• Identify companies for the transportation of stock;
• Elaborate and follow a timetable of stock delivery for projects; Complete and file waybills;
• Organize and oversee loading and unloading of goods;
• Ensure administrative and custom requirements are adhered to;

Facilitates the administrative and logistics arrangements for the mission in close collaboration with the Director  Project and operations  (Procurment,staff recruitment, insurance policy, airport arrangements, office space, furniture, accommodation, briefing, de-briefing, seminar, training, conference arrangements, fleet management, asset & inventory management, means of communications, preparation of observer and medical kits, observer petty cash, subcontracting of vehicles, medical evacuation arrangements); ensure with that equipment provided is operational, prior to observers arrival.
Responsible for ensuring compliance with SC Finance policies and internal control frame work of all the financial transactions. Play key role implementation of internal controls, donor compliance and finance operations management throughout the Offices.(Donor reporting & monitoring of expenditure, 
Acquisition/Lifting, storage, distribution of NFIs to 38,224 HH, Handled 19,000 MT Food & cold chain management. (Field logistics).
Organized ‘entertained & support logistically SPORTS WEEK (event valued 2 lacks) in Punjab to gather all staff of all 4 bases in one location.
Procurement of Program delivery:
Developed procurement plan, conduct processes and Regular coordination / communication and fallow ups for PD with Country Office Logistics department with ensuring best value of money.
·         Supply of seeds and plants valued Rs 1’20’22’500 / - ( Livelihood Project )
·         Supply of animal feeds valued Rs. 6045500 / -            ( Livelihood Project  )
·         Supply of Mini Hygiene Kits Valued Rs. 95’47’438 / -  (Wash Project )
·         30 Play lands (Seesaw swings) & installation for children’s Rs. 32’40’000 ( Education Project )
·         Re stocking of recreational Materials Rs. 1 MILLIONS. ( Education Project )
·         Personal development Kits Valued Rs. 63’00’000 / -      ( Education / CP Project )
·         Physical Rehabilitations of 12 schools valued Rs. 2 millions (Education Project).
Tender essential school supplies valued 10,106,100 / - & 29,871,410 / - ( Edu Project )

Reception of Goods:
·         Track the origin of all incoming goods ordered and ensured that the goods delivered are of the correct quality and quantity of those ordered and specification are in line what was ordered and also through cross cheque of invoice.
·         Ensure there are enough space and adequate number of staff and labor to offload the goods.
·         Ensure GRN should be raised for all goods received in stores and warehouses and GRN must be given a unique number to track the delivery along order reference must be recorded on GRN.
Cargo reception Report:
·         If any goods mention on supplier list / deliver note are damaged received or missing must be recorded on the delivery note of supplier at time of reception and witness by the transporter.
·         Prepare cargo reception report giving a unique reference number, precise details of goods are damaged or missing and forwarded to supplier as soon as possible.
Dispatching Goods:
·         Dispatch all goods through stock release form with reference number on form which also should be mentioned on bin cards.
·         Supervise all stock release must be authorized and approved by concerned authority.
·         Maintain Gate pass and packing list for all dispatches includes quantity, specification, destination, requisition number.
Managing Stocks:
 
1.       Stock Card: Maintain stock card for each product separately with clearly mentioning batch number and expiry dates.
Minimum stock level mentions on stock card and raises demand / request accordingly.
2.       Bin Card: supervise all bin cards are updated for same product but stored separately or where repacking take place and ensure all bin cards are updated upon receiving goods or removing from bin.
3.       Warehouse Reports: Prepare daily activity reports of consumptions, daily receiving and issuance, daily sales report, daily production report. Weekly stock review and forecast report and monthly stock requisition report, monthly stock reconciliation report.
Share all these reports with finance manager according to recommended supply chain strategy.
All stock report is re-checked and review before closing month to ensure that all IN-OUT movement of goods are reliable source of information and there is administrative balance for all items in stock.
Others
·         Updated inventory software system (codes) and ensure inventory software is the reliable source of information and prepare daily monthly annually activity report of receiving and consumption along inventory tracker with inventory codes.
·         Monthly basis updated the ledger of inventories and reconcile the variances occurred during physical stock taking by committee assigned by higher management and develop precautions not to happen such variances in future.
·         Take all inventories on GRN on daily basis and attached with invoices for prompt payments.
·         Run a series of inventory reports on daily, weekly, or monthly basis and perform detailed analysis of item performance.
·         Develop accurate, consistent, and enhancements to the inventory reporting structure.
·         Identify heavy and low turn inventory items and maintain communication reports for sales team.
·         Perform inventory adjustments (quantity and price variance analysis)
·         Perform visual validation of received merchandise to description and package details from original purchase order.
·         Manage the RTV (Return to Vendor) process. Includes item documentation - tracking, adjusting / destroying.
Warehouse (Finished Goods) & Stores Raw Material
·         To supervise the commodities / goods loading / unloading that includes supplies of any kind.
·         To maintain all official and original records of the consumption reports, receipt voucher sales reports, production reports, inward and outward tracker for audit at the end of financial year and reporting purposes in all aspects.
·         Maintain and improve systems, which are required for standard storage practices, and reporting on community / partners receipt,
·         To visit all warehouses daily, spent maximum time into warehouse and make sure complete record of all supplies’ received / issued in all aspects and well shared.
·         Make sure bin cards, stores ledger, requisition, issue and are updated and GRN completed on arrival of Goods.
·         Ensure supplies are receiving with proper receipt from supplier and make sure correct counting during loading and unloading and sharing in case of any shortage or damages.