The Procurement Assistant is responsible for providing support to the procurement team by performing a variety of tasks related to the procurement process. This includes preparing of Internal Validation Requests, Purchase Orders, tracking deliveries, maintaining records, and communicating with vendors and internal stakeholders. The role requires attention to detail, strong organizational skills, and the ability to manage multiple tasks efficiently.

Job Function: 

Assist with Procurement Processes:

• Support the Sr. Procurement Officer in sourcing and selecting vendors.
• Prepare IRV’s. and issue purchase orders in accordance with the organization policies.
• Obtain the quotes from suppliers and maintain the record of every quotation.
• Present quotations record to the Procurement Committee at the time of Bid Opening.

 Vendor Management:

• Maintain and update vendors records, Supplier Database with contact details.
• Communicate with suppliers to ensure timely delivery of goods and services.
• Assist in resolving issues related to order discrepancies, delays, and quality concerns.

 Inventory and Documentation:

• Monitor inventory levels with the coordination of Base supply Chain Officer and place orders to replenish stock as needed.
• Maintain accurate records of purchases, pricing, and other important data.
• Ensure all procurement documentation is properly filed and easily accessible.

Reporting and Analysis:

• Assist Sr. Procurement Officer in preparing reports on procurement activities, including spend analysis and supplier performance.
• Track and report on key metrics, such as cost savings and lead times.

 Compliance and Risk Management:

• Ensure that all procurement activities comply with SIF policies and relevant regulations.
• Assist Sr, Procurement Officer in managing risks related to procurement by conducting basic due diligence on suppliers.

Collaboration:

• Work closely with other departments, such as finance and Program, to ensure procurement activities align with SIF Program needs.
• Provide administrative support to the Sr. Procurement Officer, including scheduling BID meetings and handling correspondence.

Requiremensts:

Education: 

Bachelor degree or equaling degree in Supply Chain Management or any other relevant field from a recognized university.

Experience:

Minimum 2-3 years of relevant work experience in NGO/INGO with expertise in Similar role.

Languages:

Fluency in English and Urdu.

Knowledge:

- Good computer skills; Word, Excel and PowerPoint.

- Effective under pressure, results oriented and proactive with the ability to multi-task.

- Good Interpersonal communication, negotiating and analytical skills.

- Ability to organize work schedule on regular basis and flexibility; discrete and respectful to confidentiality.

- Good Team player and motivated to work in remote and uncertain environment respecting standard operating procedures as devised and instructed.

Competencies:

-   Respect and promote SIF values and mandate, and report to the line manager any non-respect of SIF’s policies amongst the teams or partners.

-   Address needs and requests in a professional way.

-   Always interact with children in presence of their parents or caregivers.

-   Always respect beneficiaries’ confidentiality.

-   Report any incident or act that causes harm to beneficiaries or to others.

-   Aware of child protection/safeguarding concept.

-   Excellent interpersonal and conflict-resolution skills.

-    Strong analytical skills.

-    Able to establish and maintain effective working relations with people of different cultural backgrounds.

-    Strong cross-cultural communication skills.