Procurement Officer

Pakistan Single Window (PSW) is recruiting on behalf of the National Agri-Trade and Food Safety Authority (NAFSA), a strategic national initiative dedicated to strengthening Pakistan’s agri-trade ecosystem. NAFSA aims to enhance regulatory oversight, facilitate trade, and modernize food safety and trade processes. The selected candidate will become part of NAFSA’s foundational team, playing a vital role in developing systems, processes, and institutional capabilities that are crucial for the organization’s success.

Key Responsibilities

Support daily procurement activities by coordinating requisitions, preparing file notes, maintaining procurement trackers, and ensuring all documentation complies with procurement rules and NAFSA’s standard operating procedures (SOPs). Assist in preparing and issuing Requests for Quotations (RFQs), Requests for Proposals (RFPs), and bidding documents by compiling specifications and Statements of Work (SOWs) from user departments and securing necessary approvals before solicitation.

Manage vendor communications by responding to clarification requests, confirming receipt of bids or quotes, and distributing addenda to maintain transparency and consistent communication. Facilitate bid opening procedures by organizing documentation such as bid opening minutes, attendance sheets, bid receipt registers, and ensuring secure filing of all bids and quotations.

Provide support in bid evaluation by preparing comparative statements, compiling evaluation sheets, maintaining evaluation records, and assisting in the preparation of award recommendation documents under supervision. Maintain comprehensive procurement files and registers, including solicitation documents, bids/quotes, approvals, evaluation records, contracts or purchase orders, and correspondence, ensuring traceability, version control, and audit readiness.

Track procurement cycle timelines and follow up on deliveries, inspection and acceptance documentation, and completion of file close-out requirements such as Goods Received Notes (GRNs), handover notes, and warranty documents. Support contract management by maintaining vendor performance records, delivery compliance logs, and documenting issues or escalations for management review.

Coordinate with the Accounts department to ensure timely invoice processing by providing necessary procurement evidence such as purchase orders, contracts, and delivery confirmations, and resolving any documentation gaps. Perform additional duties as assigned by the Assistant Director (Procurement) in alignment with NAFSA’s mandate.

Required Qualifications

Bachelor’s degree (minimum sixteen years of education) in Business, Supply Chain, Finance, or a related discipline. At least 2 years of relevant procurement experience. Strong documentation and coordination skills with a high level of integrity. Basic knowledge of procurement rules and processes is preferred.

This position offers a unique opportunity to contribute to a pioneering national initiative focused on modernizing Pakistan’s agri-trade and food safety landscape. Candidates who demonstrate a commitment to transparency, accuracy, and process improvement will find this role both rewarding and impactful.