Head of Procurement

PURPOSE

This position drives all sourcing, purchasing & tendering activities in PSDF; Reviews purchase requirements shared by departments develops annual procurement plans and places orders as required; Reviews and executes ordering plan based upon requirements of departments as per procurement plan; Liaises with relevant vendors for provision of required products/services; Verifies accuracy of data entry into the ERP system; These responsibilities are carried out WITH the objective to ensure smooth and timely provision of required products/services, achieve required compliance of operations and ensure effective cost optimization WITHIN the limits of established company policies and procedures, departmental objectives, directions/guidelines from management, procurement manual and guidelines, procurement plan, industry best practices, and regulatory/statutory framework of Pakistan.

COMMUNICATION

External

Vendors and Contractors: Interacts to resolve bidding queries with vendors in pre bid meeting. Resolves queries related to tender documents, estimated costs and quality of service. Corresponds to guide on pre sample approvals. Negotiates contract details with contractors in coordination with COO (if required). Liaises to ratify TORs, technical services and financial issues. Resolves payment related queries of contractors. Conducts market surveys to take potential vendors on board after prequalification process for different services and issuance of their tax challans from finance team.

Challenge: The challenging communication for this position is to convince by holding regular meetings and taking feedback to ensure all services provided are as according to the stated plan.

Suppliers: Corresponds with suppliers to ensure timely delivery of office, kitchen and IT supplies. Interacts to provide feedback on quality of supplies. Communicates for after delivery services.

Lawyers/Legal Authorities: Liaises to seek guidance on how to draft and vet contracts. Discusses to resolve matters related to MOUs. Interacts to obtain legal opinions on issues and provide sufficient evidence to resolve any conflict of interest. Corresponds to corporate case legalities and provides related guidelines.

Punjab Procurement Regulatory Authority: Interfaces to discuss rules defined by PPRA and ensure compliance. Seeks guidance on rules which are not defined by PPRA.

Internal

Finance: Shares invoice details to ensure timely payment to vendors. Discusses audit queries. Interacts to fulfill service (audit, consultancy, legal) requirements. Corresponds on financial issues and resolves related queries. Discusses budget allocation for each department before any purchase/procurement requests. Liaises to resolve post payment vendor queries.

Challenge: The challenging communication for this position is to ensure appropriate allocation of budget to each department and convince to receive finances for unforeseen activity/demands.

HR Admin: Interacts frequently to clarify all purchase requests. Corresponds on service, consultancy, supplies and general requirements. Discusses terms of references, services needed, quality of services and eligibility criteria.

Marketing and communication: Liaises to discuss purchase requirements. Corresponds for advertisement and design of tenders. Discusses issues related to outsourced services. Guides on contract finalization and resolves related queries.

MINIMUM REQUIREMENTS

Education & Relevant Experience:

Master’s degree in any discipline from a reputable organization with at least 8-10 years’ experience of procurement in the private or public sector preferably with a large corporation inclusive of 2 to 3 years of leadership / managerial experience at same capacity in a reputed organization.

Knowledge

• Knowledge and certification of PPRA rules.
• Good knowledge of pricing parameters and trends
• Knowledge and understanding of Contract Management.
• Knowhow of Procurement Policies and Procedures.
• Basic knowledge of ERP implementation (SAP).

AREAS OF RESPONSIBILITY

Procurement Planning

Reviews procurement/purchase requirements and their estimated costs shared by all departments; Provides guidelines on estimated costs to ensure accurate budget planning; Liaises and supports Finance to draft the annual budget and advices them on contingency reserves; Receives approved annual budget and drafts work plans accordingly; Develops goods plan, service plans, consultancy plans and miscellaneous (petty purchases) plans separately; Manages entire data of purchase requests and plans related activities to meet timelines; Seeks approval of all procurement/purchase requests from the management; Supervises timely execution of tasks of subordinates and resolves all related queries.

These responsibilities are carried out IN ORDER TO ensure all procurement activities are timely executed to avoid unnecessary delays.

Procurement Execution

Drafts tenders/RFPs for approved purchase requests; Shares tender requests with the concerned department, incorporates changes if suggested and forwards to supervisor for approval; Collaborates with marketing for advertisements of tenders; Uploads tenders on PPRA website; Monitors bids received against tenders and resolves queries of bidders; Receives technical and financial proposals from shortlisted bidders/service providers; Arranges meeting to open technical proposals in the presence of evaluation committee and management to ensure transparency; Evaluates technical proposals,  verifies the eligibility criteria and allocates technical scores; Seeks approval of supervisor on technical proposals; Supervises correspondence to qualified bidders for financial bids; Receives financial bids & negotiates for cost optimization.; Presents proposals to CEO for final approval; Designs procurement timelines and calculates lead time for payments; Finalizes delivery dates of services/products, ensures timely deliveries and monitors timely payments to vendors; Provides details of proposals to the concerned department and receives satisfaction note.

These responsibilities are carried out IN ORDER TO cater all procurement requests of departments and to ensure timely deliveries of related services/products. 

Contract Management 

Drafts contracts for qualified bidders/service providers on the basis of TORs; Shares contracts with concerned departments and incorporates changes as suggested; Shares contracts with lawyers for vetting and submits to CEO for approval; Shares approved contracts with the contractors and seek their comments; Resends contracts to lawyers for vetting in case of any changes made by contractors; Arranges contract signing ceremony and invites the management and contract party/firm; Maintains original contract and forwards a copy to Finance and concerned department. Drafts summary of all contracts with complete details.  These responsibilities are carried out IN ORDER TO draft, discuss and finalize all contracts and ensure timely updating of records.

Vendor management 

Sources vendors through market visits, internet and vendor visits; Meets vendors to discuss details of services/products required; Prepares a list of qualified vendors and maintains data bank; Arranges pre bid meetings to address queries related to specific service/project; Seeks opinion for new services from vendors to obtain clarity; Monitors timely delivery and satisfaction of services; Decides payment timelines and ensures all payments to vendors are processed on time; Forwards tax challans to finance for clearance; Verifies performance guarantees of vendors from respective banks.

These responsibilities are carried out IN ORDER TO source vendors, manage vendor issues, monitor timely delivery of services and ensure satisfaction of all requested services.

Asset Management 

Receives procured items invoices from vendor for payment; Checks payment note drafted by subordinate; Supervises entries of items in the asset register and allocation of related tags; Forwards documents to finance for timely execution of payment; Coordinates with HR for asset verification/check by donors or government.

These responsibilities are carried out IN ORDER TO maintain complete record of assets in the asset register and ensure all assets are timely verified.