Logistics & Procurement Officer

Confidential

Multan , Pakistan

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The Logistics & Procurement Officer plays a crucial role in managing and overseeing the procurement and logistics functions within an organization. The officer is responsible for ensuring the efficient and cost-effective acquisition of goods and services while maintaining compliance with organizational policies and regulatory requirements. This position demands strong expertise in supply chain management, vendor relations, and contract negotiation to support operational needs effectively. The officer implements best practices in inventory control, purchase order processing, and logistics coordination to optimize resource allocation and delivery timelines. In this role, the officer works closely with internal departments and external suppliers to forecast demand, manage inventory levels, and mitigate risks associated with the supply chain. The position does not involve managing a team; however, it requires collaborative engagement with multiple stakeholders to align procurement activities with project objectives and compliance standards. The officer utilizes various ERP systems, including SAP SCM, to maintain up-to-date records, analyze costs, and support decision-making processes. A bachelor's degree in Supply Chain Management and a minimum of five years of experience in a similar role within the NGO sector are essential to succeed in this position.
Responsibilities

Procurement

Ensure ORGANIZATION standard procurement practices are implemented. Including all documentation to satisfy Donor regulations and ORGANIZATION Procurement Policy at the field levelKeeping records to full audit trail standard under Donor regulations as well as ORGANIZATION Internal Procurement Procedures and Policy for ORGANIZATION activities at the field level and assist / support on their implementation.
Ensure there is proper communication and co-ordination with the relevant departments regarding procurement and delivery of supplies and all parties are informed of any changes in a timely manner.
Ensure the proper elaboration, follow up and works inspection, for contracts on works or services and that they are in line with ORGANIZATION standard policies and procedures for procurement and are of optimum quality standards.
Take a pro-active approach to ensure all goods required for the project implementation are in place when needed. Prepare procurement plans for goods to be purchased locally or through the Islamabad procurement department and anticipate lead times needed for transport and distribution.
Ensure the establishment and maintenance of good professional working relationships with suppliers and contractors.
Oversee all rehabilitation work being done on health facilities, keeping Islamabad logistics updated on progress / delays.

Transport / Vehicles & Generators maintenance:

Oversee the fleet management at field level and ensure the provision of transport services to ORGANIZATION program departments and staff are efficient, sufficient and always secure.
Ensure the road worthiness and safety standards in all active vehicles in the fleet.
Ensure all generators are regularly serviced, and all faults are reported to Islamabad immediately.
Oversee the fuel consumption of vehicles & generators and comment / alert the Logistics Manager and Project Coordinator whenever normal rates and standards are exceeded.

Assets & inventory management

Supervise and ensure adherence to ORGANIZATION Assets and Inventory management (control and tracking) system is exercised and assist / support on its implementation.
Ensure the tracking system is effective and all assets / inventory items documentation available enables tracking them down from the source up to the base and vice versa. Conduct regular assets / inventory items tracking checks.
Supervise the elaboration, adjustments, and regular updates of the asset & inventory list as outlined in the ORGANIZATION guidelines.
Ensure there is proper communication between ORGANIZATION departments related to assets & inventory items movements; asset & inventory items transfers and changes are well monitored and documented and proper control of all equipment at all times is in effect.

Warehousing / Stock control

Implement and standardize ORGANIZATION warehouse policy in the field level as well as monitoring and supporting its correct implementation.
Record all stock movements and have all necessary documents such as bin cards, stock, cards, ledgers, waybills, etc. prepared and filed on time.
Supervise and monitor ORGANIZATION standard warehousing practices, keeping records to full audit trail standard under Donor regulations and ORGANIZATION policies. Ensure that the agreed standard warehouse procedures are strictly followed.
Alert the Program manager and relevant field officers whenever medical or non-medical stock is foreseen to reach buffer levels and advice on actions to be taken depending on lead times for different procurement options to ensure proper logistics supply chain.

Reporting

Ensure for the preparation of regular, timely and accurate logistics narrative reports and security updates as well as procurement report, assets update, communications directory, fuel consumption and stock reports as per ORGANIZATION policy, to be submitted to the Logistics Manager and the Project Coordinator by the end of each month.
Actively participate in the elaboration of donor reports, budget forecasts and project spend out plans as required.

Safeguarding & Code of Conduct

Uphold and promote ORGANIZATION's Code of Conduct, safeguarding, and Protection from Sexual Exploitation and Abuse (PSEA) and child safeguarding policies.
Foster a safe, respectful, and inclusive working environment and ensure all team members understand and comply with safeguarding obligations.