Procurement Officer

Pakistan Single Window (PSW) is recruiting on behalf of the National Agri-Trade and Food Safety Authority (NAFSA), a strategic national initiative aimed at strengthening Pakistan’s agri-trade ecosystem. NAFSA focuses on enhancing regulatory oversight, facilitating trade, and modernizing food safety and trade processes. The selected candidate will join NAFSA’s foundational team, playing a key role in developing systems, processes, and institutional capabilities essential to the authority’s mission.

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. This includes compiling specifications and Statements of Work (SOWs) from user departments and ensuring all necessary approvals are obtained before solicitation.

- Manage vendor communications by handling clarification requests, confirming receipt of bids or quotes, and distributing addenda as needed to maintain transparency and consistent communication.

- Facilitate bid opening procedures, including preparing bid opening minutes, attendance sheets, bid receipt registers, and securely filing all bids and quotations.

- Provide support during bid evaluation by preparing comparative statements, compiling evaluation sheets, maintaining evaluation records, and assisting in drafting award recommendation documents under supervision.

- Maintain comprehensive procurement files and registers, including solicitation documents, bids, approvals, evaluation records, contracts or purchase orders, and correspondence, ensuring traceability, version control, and audit readiness.

- Monitor 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, while 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 two years of relevant procurement experience.

- Strong skills in documentation and coordination, with a high level of integrity.

- Basic understanding of procurement rules and processes is preferred.

This role offers an opportunity to contribute to a pioneering national initiative that aims to modernize and enhance Pakistan’s agri-trade and food safety landscape. Candidates with a proactive approach and attention to detail will find this position rewarding as part of a dynamic and impactful team.