Procurement Officer

This opportunity is offered by Pakistan Single Window (PSW) 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 vital role in developing systems, processes, and institutional capabilities that support these objectives.

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 the preparation and issuance of Requests for Quotations (RFQs), Requests for Proposals (RFPs), and bidding documents. This includes compiling specifications and scopes of work from user departments and securing necessary approvals before solicitation.
- Manage vendor communications by handling clarification requests, confirming receipt of bids or quotes, and distributing addenda when applicable, ensuring transparency and consistent communication.
- Facilitate bid opening processes by organizing documentation such as bid opening minutes, attendance sheets, bid receipt registers, and securely filing all bids and quotations.
- Provide support during bid evaluations 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, 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 any other duties assigned by the Assistant Director (Procurement) in alignment with NAFSA’s mandate.

Required Qualifications

- Bachelor’s degree (minimum sixteen years of education) in Business Administration, Supply Chain Management, 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 role offers the chance to contribute to a pioneering national initiative that aims to modernize and streamline Pakistan’s agri-trade and food safety framework. The successful candidate will gain valuable experience working in a dynamic environment focused on regulatory enhancement and institutional development.