Assistant Procurement Officer

The Assistant Procurement Officer provides administrative and operational support to the procurement function to ensure the timely, accurate, and compliant processing of procurement activities. The position assists in obtaining quotations, maintaining procurement records, coordinating with suppliers and internal departments, tracking procurement actions, and supporting procurement processes in accordance with organizational policies and donor requirements.The role contributes to maintaining transparency, accountability, and effective internal controls, particularly within a remote management environment.

This position requires rapid deployment. Only shortlisted candidates will be contacted.

Responsibilities

A. Procurement Administration and Processing (35%)

• Receive procurement requests and verify that supporting documentation is complete before processing.
• Register procurement requests and maintain procurement logs.
• Prepare standard Requests for Quotations (RFQs) and solicitation correspondence under the guidance of the Procurement Officer.
• Request quotations from approved suppliers.
• Follow up with suppliers to obtain quotations within specified timelines.
• Compile bid submissions and organize procurement documentation.
• Draft purchase orders for review and approval.
• Support preparation of comparative bid analyses.

B. Procurement Filing and Documentation (20%)

• Maintain complete and orderly procurement files in both hard copy and electronic formats.
• Ensure procurement documentation is filed according to organizational standards.
• Scan, archive, and retrieve procurement records as required.
• Support the preparation of procurement files for audits and reviews.
• Maintain confidentiality of procurement information.

C. Supplier Coordination and Communication (10%)

• Maintain routine communication with suppliers regarding quotations, delivery schedules, and documentation requirements.
• Update supplier contact information and databases.
• Assist in supplier registration and prequalification processes.
• Coordinate supplier meetings and tender-related communications as required.

D. Procurement Tracking and Reporting (10%)

• Update procurement trackers and status reports.
• Monitor routine procurement timelines and alert the Procurement Officer to potential delays.
• Maintain purchase order and contract tracking records.
• Compile procurement data for reporting purposes.

E. Delivery Follow-Up and Verification (10%)

• Coordinate with field offices and requesting departments to obtain delivery documentation.
• Collect receiving reports, delivery notes, invoices, and completion certificates.
• Verify completeness of supporting documents before submission for payment processing.
• Escalate discrepancies or missing documents to the Procurement Officer.

F. Support to Tender Processes (5%)

• Assist in organizing bid openings and evaluation meetings.
• Prepare attendance sheets and bid opening records.
• Compile bid documents for evaluation committees.
• Prepare draft minutes of procurement committee meetings.

G. Compliance and Ethical Conduct (5%)

• Comply with procurement policies, procedures, and delegated authorities.
• Maintain confidentiality and impartiality throughout procurement processes.
• Declare any actual or perceived conflicts of interest.
• Report suspected fraud, misconduct, or irregularities through established channels.

H. Administrative Support (5%)

• Schedule procurement meetings and maintain procurement calendars.
• Prepare routine correspondence and filing indexes.
• Support procurement staff during emergency responses and peak workloads.
• Undertake other procurement-related duties assigned by the Procurement Officer or Senior Procurement Officer.

J. Code of Conduct and Safeguarding

Thepost holder shall comply with the organization's Code of Conduct, anti-fraud and anti-corruption policies, conflict-of-interest requirements, safeguarding standards, whistleblowing procedures, and all applicable policies designed to protect organizational assets, beneficiaries, staff, and stakeholders.

Failure to adhere to these standards may result in disciplinary action, including termination of employment.

Job Requirements

Education:

Essential:

Diploma or Bachelor's degree in Procurement, Supply Chain Management, Logistics, Business Administration, Commerce, Finance, or a related discipline.

Basic training in procurement principles and administrative procedures.

Proficiency in Microsoft Office applications.

Desirable:

Bachelor's degree in a relevant discipline.

CIPS Level 2 or Level 3 qualification, or equivalent introductory procurement certification.

Training in donor-funded procurement procedures.

Training in records management or contract administration.

Essential:

Minimum of 12 years of relevant experience in procurement, administration, logistics, finance support, or supply chain operations.

Experience maintaining records and handling documentation.

Experience using Microsoft Office applications, particularly Excel and Word.

Desirable:

Experience within an INGO, UN agency, or donor-funded environment.

Experience supporting procurement in remote or decentralized operations.

Familiarity with ERP or electronic procurement systems.

Experience supporting emergency response operations.

Organizations Core Values and Commitments:

The organization is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults, and beneficiaries with whom the organization engages. The organization expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks.

The organization sees diversity as a major asset and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.

The organization applies a policy of zero tolerance towards exploitation, sexual abuse, and mistreatment.

By applying, the job applicant confirms their understanding of these recruitment procedures.

Organization Pakistan is an equal opportunities employer.