Procurement Responsibilities:

Dealing with the venders and to make all the procurement processes as per SPRA rules and regulations.
Distribution of RFQ or upload/publish tenders on the organization’s web site/newspaper(s). 
To collect and match samples and get the invoice for releasing of payment.
To work closely with program team to develop quarterly/annual procurement plans (based on quarterly distribution plans and annual work plan) to ensure timely availability of the products for program activities.
Update the monthly budget estimation and tracking to the Finance Department.
Primarily responsible for procurement of services including research surveys, training courses, direct marketing campaigns, media, and advertising services, designing services, consultancies, etc.
To track and evaluate vendor performance and improvements related to pricing, contractual terms, and/or scope of services.
Developing and/or updating relevant organizational policies, processes, and tools to ensure full compliance with regulations and procedures.
Supervision of the procurement products including IEC materials and other tools, etc.
To review all contracts (for product and/or service procurements) to ensure quality standards are met, prior to submitting for review and approval as required procedures.
To manage health insurance-related additions, deletions, and changes in the staff and their dependents.
Any other task assigned by Senior Management/BOD/Chairman.

Admin Responsibilities:

Planning, organizing, providing leadership and controlling all administrative functions.
To ensure front-desk reception is managed in a professional manner (walk-in, telephone calls, and emails.).
To ensure office supplies are managed in a cost-effective and efficient manner (good tracking system.).
To ensure documentation is properly filed (in both printed and electronic forms).
To analyze the daily reports submitted by procurement & Admin team and to ensure the all functions of the admin side will be running properly.
To analyze the vehicle reports.
To manage overall operation i.e. office maintenance, security services, safety plan.
To supervise all administrative issues and solve them with support staff coordination.
To maintain all the office, and vendors record.
Arrange logistics for meetings, seminars, workshops, roundtables, and trips (hotel, flights, etc.
To ensure office equipment (telephone, printer, cameras, etc) are in good working order.
Ensure office supplies and stationery adequately supplied.
Maintain and up-date office inventory list of Supplies/Stationery.
Provide administrative support to office visitors and consultants as required
Provide other administrative support to all related departments with the proper filling of requisition and no verbal communication will be accepted.

·         Maintain documentation of grants both electronically and manual / filing as per the record.
·         Achieving the targets on monthly basis as per the prescribed sheet received from the HO.
·         Process the vetting information for the different implementing partners (Ips) for the clearence of giving the grants through the database.
·         Coordinate with the Ips for the documentation, conduct the pre-awards and sending emails intimating for the receiving of documents ensuring in time and targets.
·         Arranging grantees (Kick-Off) meetings for giving the overall description of the grants / awarded to them and explain about the USAID polices.
·         Maintain the documentation and records of all the grants on the software (TAMIS / OTI / provided by the USAID) for inserting / uploading the deliverables into the prescribed folders on the day-to-day basis.
·         Prepare every month disbursement and payments schedule / sheets which will be reported to the Head Office (HO) on the weekly basis as per the requirement of the management.  
·         Prepare the different budgets at the stage of the starting up the grants and sending the Ips the agreements / contracts of grants for setting up the meetings with them.
·         Maintain box filing records with the description sheet as to give and inform when it is required from any department.
·         Insert the data on day-to-day basis of the documents received from the grantees and keep close coordination in sending the Request for Payments (RFP Forms) and initimating to submit the deliverables in time before the due date.
·         Other duties as assigned by the supervisor matters.