Job Title : Procurement Assistant
Location : Pakistan
Company : United Nations Pakistan
Salary :
Open Date : 2023-05-30
Close Date : 2023-09-30

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental, and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services, advice and recommendations to governments, migrants, and community.

Over the years, IOM has expanded and affirmed its role as the leading Organization assisting the Government of Pakistan to ensure humane and orderly movement of people by devising practical solutions to shifting dynamics of migration, protecting, assisting, and supporting vulnerable migrant populations, promoting international cooperation on migration issues and serving as a key source of advice on migration data, research and policy development.

Under the overall supervision of the Program Manager/COP, the Procurement Assistant will be directly reporting to the Resource Management Officer (RMO) for implementation of CRA Procurement policies and procedures and will perform the following duties.

RESPONSIBILITIES AND ACCOUNTABILITIES:

• Create/edit PR/ PO's in the system.
• Handover of all PO's, invoices to finance for the payment purposes and keep track of all purchase orders accordingly.
• Ensure the copies of all PO's created are properly filed along with the invoices and signed goods receipt form.
• Track local procurements of goods and services/labor made in the field by CRA for grant specific projects. Coordinate local procurements with the field unit.
• Ensure that the procurements made in the field are all properly documented: vouchers for payments and other supportive documents should be filled and shared with the grants section.
• To undertake coordination tasks related to GPSU, & LEG department, responding to GPSU/LEG queries when required.
• Ensuring the procurements made are as per required quality and specifications.
• Request bids, prepare Bid Analyses, and participate in appraisals and selection of suppliers in close consultation with Resource Management Officer.
• Prepare contracts, their addendums and variation orders and sharing them with field staff after getting necessary approvals.
• Create goods received notes and waybills for items that are distributed within the area of responsibility.
• Coordinate with different departments regarding the distribution of items that arrive for projects.
• Liaise with all the CRA offices in Pakistan, as well as with in-location intergovernmental and non-governmental agencies to exploit their respective procurement networks and maintain close coordination.
• Verify information regarding vendor's performance as regards quality, prices, delivery, and equipment are in conformity with the organization's requirements.Conduct tracking of procurement status and regularly reports to Resource Management Officer.
• Ensure all expected merchandise is received, in accordance with PO, specifications, and in good condition.
• Ensure appropriate invoices are received and prepare the paperwork for the payments.
• Managing Vendor data that includes creation and update the records in term of vendor.
• Create & change of all types of Assets.
• Generating list from SAP for all open PO's at the end of every month and ensuring the smooth closer of accounts.
• Assist the RMO to clear periodic checklist of PK11 for items related to procurement.
• Identify issues affecting efficient process delivery and propose ways to fill in the gaps.
• All other duties as assigned.

REQUIRED QUALIFICATIONS:

• Bachelor’s Degree in Business Administration, Social Science, or equivalent with three years of relevant professional experience.
• High school degree/ certificate in Business Administration, Social Sciences, or equivalent with five years of experiences.

EXPERIENCE:

• Three years of relevant work experience in Procurement with community development projects.
• Experience in market research and vendor performance evaluation Experience in asset management
• Experience working in the development sector and /or UN agencies is an advantage.

SKILLS:

• Advanced user of/proven skills in MS Office applications (Excel and Access), database management

LANGUAGES:

• Good command of English and Fluency in Urdu is required (oral and written).

Advantageous:

• Working knowledge of other languages in Pakistan (Pashto, Punjabi, Balochi, etc).

IOM provides equal opportunity to all qualified female and male including the physically challenged candidates.

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