Procurement Responsibilities:

Dealing with the vendors and to make all the procurement processes  as per SPRA rules regulations.
Distribution of RFQ or upload/publish tender on the organizations web site/newpaper(s).
To collect and match samples and get the invoice for releasing of payment.
To work closely with program team to develop quarterly/annual procurement plans (based on quarterly distribution plans and annual work plan) to ensure timely availability of the products for program activities.
Update the monthly budget estimation and tracking to the Finance Department.
Primarily responsible for procurement of services including research surveys,  training courses, direct marketing campaigns, media and advertising services, designing services, consultancies etc.
To track and evaluate vendor performance and improvement related to pricing, contractual terms and/or scope of services.
Developing and/or updating relevant organizational policies, processes, and tools to ensure full compliance with regulations and procedures.
Supervision of the procurement products including IEC Material and other tools etc,
Ensures that all invoices/ bills are timely processed hence receiving of Bills from vendors, keep records of bills received, complete the required documents, forward to Internal Auditor for payments
Support in all projects related operational activities. Coordination with all regional offices for operational related activities
Revise/develop and implement Standard Operating Procedures for logistics related procedure and policies.
To review all contracts (for product and/or service procurements) to ensure quality standards are met, prior to submitting for review and approval as required procedures.
To manage health insurance-related additions, deletions, and changes in the staff and their dependents.
Any other task assigned by Senior Management/BOD/Chairman.

Admin Responsibilities:
 
·         Planning, organizing, providing leadership and controlling all administrative functions.
·         To ensure front-desk reception is managed in a professional manner (walk in telephone calls, and emails).
·         To ensure office supplies are managed in a cost effective and efficient manner (good tracking system).
·         To evaluate the prices/quality and recommend the best purchase at the best price.
·         To ensure documentation is properly filed (in both printed and electronic forms).
·         To analyze the daily reports submitted by procurement & Admin team and to ensure the all functions of the admin side will be running properly.
·         To analyze the vehicle reports.
·         To manage overall operations i.e office maintenance, security services, safety plan.
·         To supervise all administrative issues and solve them with support staff coordination.
·         To maintain all the offices, and vendors record.
·         Arrange logistics for meetings, seminars, workshops, printer, cameras, roundtables, and trips (hotel, flights etc.)
·         To ensure office equipment (telephone, printer, cameras, etc) are in good working order.
·         Ensure office supplies and stationary adequately supplied.
·         Maintain and up-date office inventory list of supplies/ Stationary.
·         Provide administrative support to office visitors and consultants as required.
·         Provide other administrative support to all related departments, with the proper filling of requisitions and no verbal communication will be accepted.
Any other task assigned by Senior Management/BOD/Chairman.

·         Assist Logistic & Operation Coordinator in arranging logistics for smooth implementation of the programme in the selected districts.
·         Ensure the travel and logistics arrangements are made as per requested by the programme team and as per policies of the programme.
·         Coordinating with district offices, program team, and other departments for delivery of goods and exchange of information regarding procurement.
·         Keeping record of important documents, agreements and contracts and vehicle documents.
·         Assist logistics and Operations Coordinator in compliance checks on the payments of DSAs and M&IE made for travel of meeting participants and Programme team.
·         Answer telephone calls, screen and direct to the relevant person.
·         Take and Communicate messages.
·         Supervises, Leads guides and support the cleaner/helper and cook.
·         Prepare time sheets for support staff.
·         Maintain received and sent mail records.
·         Greet Persons entering office.
·         Direct visitor to correct destination..
·         Ensure knowledge of staff movements and in out of organization.
·         Support to Admin & HR Manager for record keeping and filling.
·         Maintain records of Supplies/Consumables.
·         Keep track of the consumption report of Vehicles and Generators.
·         Support of preparation of letters and documents.
·         Responsible to Maintain records of incoming and outgoing mail.
·         Responsible to receive and sort mail and deliver to relevant staff/department.
·         Schedule appointments and meeting hall reservations.
·         Support to organize meetings, workshops and conferences.
·         Supervise support staff in keeping office and reception area tidy.
·         Support the development and implementation of HR initiatives and systems
·         Provide counseling on policies and procedures
·         Assist in performance management processes
·         Another task assigned by the management.

·         Assist in closing of accounts and preparation of monthly expense report.
·         Maintain Petty Cash book record and make daily cash closing statement on daily basis.
·         Generate payments requests, as required, and submit necessary supporting documents to finance for payments.

Prepare monthly petty cash report, cash certificate and submit to head office along with supporting documents for replenishment of funds.

·         Ensure office cleanliness and provide comfortable work environment for staff.
·         Ensure timely maintenance of vehicles and other project requirement and maintain related logbook entries for usage, consumption of fuel and service repair works.
·         Supervisor office support staff i.e. cleaners, cook, & drivers.
·         Keep proper record of stock, its consumption and issuance record.
·         Maintaining dispatch record of all documents related to Admin, Finance and HR and other sections of office
·         Establish and negotiate contract terms and conditions, and maintain supplier relationships.
·         Prepare and maintain purchasing records, reports and price lists.
·         Ensure that office utility bills are paid on time.
·         Preparation of summarized reports of, DSA Claims and Grant Payment requests (date and staff wise details with paid and unpaid status with proper coordination of Head Office’s Finance and HR Department).
·         Organize and arrange events and workshops and ensure the presence of all kinds of logistics material and support of also events, and meetings.
·         Work with internal and external stakeholders to determine procurement needs, quality, and delivery
Requirements.
·         Design and develop standard operating methods to manage logistics operations efficiently.
·         Ensure logistics requirements consider gender-specific needs.
·         Ensure a coordinated approach to HR, IT, Administration, Security, and Logistics across the region of
·          responsibility;         
·          Assist operations team to ensure that procurement management is done on planned timely.
·         Manage of office vehicles and ensure provision of safe and secure driving for staff.
·         Other administration/management task assigned by the supervisor.

·         Tag and enter inventory in periodic physical counting of inventories and maintaining inventory handing over documents.
·         Make ensure to keep clean the office and office decorum.
·         Ensure timely maintenance of vehicles and other project requirement and maintain related logbook entries for usage, consumption of fuel and service repair works.
·          Fleet management of office in terms of supervising drivers and maintaining the drivers’ duty roaster.
·         Supervisor office support staff i.e. cleaners, cook, & drivers.
·         Responsible to manage inventory of office supplies including verifying and receiving of office supplies from suppliers.
·         Make ensure the arrangement of staff meeting, event and workshops accordingly.
·         Recording keeping of office IN-coming & out-going couriers.
·         Disbursement from petty cash.
·         Make ensure to fill the purchasing request form of staff when needed.
·         Maintain all type of administrative works register i-e Courier, Air travel. Stationary.
·         Dispatch/handover checks to vendors.
·         Manage office vehicles and proper filling the fuel and keep record of filling in soft and hard.
·         Ensure that all project related utility bills are paid on time.
·         Make ensure to make monthly time sheets and verify availed leaves.
·         Make necessary arrangements for various meeting at office.
·         Any other duty assigned by the supervisor.

·         Assumed and maintained full accountability for generating and maintaining purchasing reports, records, and price lists.
·         Negotiated contract terms and conditions which helped management in closing accounts and producing expense report.
·         Key accomplishments identified and determined procurement/logistics requirements consider gender-specific needs, quality, and delivery requirements via close collaboration with internal/external stakeholders.
·         Designed and executed logistics plans and standard operating methods to oversee current operation.
·         Maintain proper filling of vouchers and backup documents.
·         Maintain proper inventory record of Teaching Learning Material.
·         Support oversees logistics arrangements for project activities.
·         Monitoring vehicle running on daily basis by updating the fuel record and log books.
·         Assign duties to driver & office assistant and provide administratively and logistics support required in implementing program activities in the district.
·         Assisting to HR, Finance, IT, Security, and Logistics managers for the respective functions of the regional office.
·         Oversee the financial operations of the organization and ensure timely and accurate financial reports and practices including cash management, payroll, financial disbursements, ledgers etc. • Responsible for entering financial information and maintaining all financial records for project. • Monitor the expenditures to ensure that project funds are utilized appropriately by the close of the fiscal year.
·         Coordinate with staff for monthly time sheets and submit same to HR.
·         Responsible to conduct the program related events in the district.
·         Monitoring and managing cash usage requirements of the district office.
·         Maintaining Cost Sharing Files of districts as assigned by Finance Manager.
·         Scanning the documents maintained them in appropriate folders.
·         Maintain & update inventory at district level and report of Provincial Office on monthly basis.
·         Focal person for preparation of EMRs related to all program activity of the district office.
·         Responsible to procure office items keeping in view USAID matrix petty cash of the district office and making sure for the timely adjustment of advance.
·         Monitoring and managing cash usage requirement of the district office.
·         Any other task assigned by the supervisor.