Procurement Specialist
Thardeep Rural Development Programme
Total years of experience :16 years, 11 Months
Head of procurement section of Thardeep Rural Development Programme Pakistan
Review and process the Procurement requests according to organizations policy and donor rules.
Process the national and international tenders according to threshold and donor procurement rules, also following the rules of national public procurement regulator authorities ppra.
Updating the procurement policy procurement software’s.
Organizing the procurement sessions for Project managers and procurement staff to understand procurement procedure.
Training to the Procurement and logistics staff that how to maintain transparency, presentations to the management meeting and donors during the visits on ongoing procurement status
Supporting the Program for preparing project procurement Plan and Annual procurement plan
Preparing the procurement reports for donors.
• Interfaces with project/program Manager to plan and prioritize purchasing activities.
• Reviews planned orders, creates requisitions for purchased items, and manages approval process.
• Transmits and prioritizes approved purchase orders and supporting documents to supplier.
• Tracks order acknowledgement, prepares and communicates shortage and backlog reports, and provides visibility of potential interruptions to internal customers.
• Tracks orders and confirms system lead times, delivery dates, and costs.
• Reviews, updates, and maintains purchase orders until they are closed
• Leads finance and logistics staff in resolving reception and invoice discrepancies.
• Budget holder of procurement and administration
• Negotiate with vendors to secure the most advantageous terms
• Review the project procurement plans and update according the downer instruction
• Negotiate with vendors to secure the most advantageous terms
• Supervene to the National and international tenders
• Updating the logistics/procurement formats and SOPs
• Approve the ordering of necessary goods and services
• Examine and re-evaluate existing contracts
• Track and report key functional metrics to reduce expenses and improve effectiveness
• Providing technical support to sub bases and training to the staff
• Foresee alterations in the comparative negotiating with suppliers/vendors
• Anticipate unfavorable events through analysis of data and prepare control strategies
• Perform risk management regarding supply contracts and agreements
• Control spend and build a culture of long-term saving on procurement costs
• Review and confirm all procurement requests before processing;
• Coordinate with HOB and project managers during request preparation;
• Ensure that PR includes all required specifications and supporting documents;
• Facilitate Program department in making Procurement request;
• Collect information that the HOB sill use in request for Quote, assessment table and obtain approval according to ACF and EU Standards procedures.
• Arrange Procurement Committee Meetings with consultation with HOB for bidding, taking minutes meeting during and recording of discussions & recommendations made by committee .
Prepare PO, collects approval and send out to supplier
o Warehouse management
o Manage all stocks of ACF Dadu (programmes, projects, office and general supplies)
o Respect ACF physical stock management requirements (organization, cleaning, ventilation)
o Follow-up with special attention expiry date of drugs & food, and warns the concerned department two months before expiry date.
o Conduct monthly inventory of stocks and ensure that stock cards are created, up-to-date, and accurate.
o Update Stock Report & Stock Follow Up on a daily basis. Disseminate to project staff on base on a weekly basis. Present to Base Log for Monthly Log report on 1st of each month.
o Update the Equipment List with any change in equipment allocation etc. Submit updated list to Base Log for monthly report no later than the 1st of the following month. Record keeping, stock keeping, allocation of commodities, supervision of dispatches. Cargo and dispatch management. Preparation of cargo and shipping documentations, Equipment and asset management
o Proper handling, temporary allocation of IT equipment to staff, supervision of external repairs to equipment.
o Logistics including warehousing, stock control, pest control
o Handling all import & export related matters
o Coordinating with transporters, shipping companies
o Making export documents and dealing with all clients (CPs)
o Receipt of WFP food commodities into the airport stores and WFP warehouses.
o Receipt of Non Food Items (NFI) into the airport stores and WFP warehouses.
o Arranging helicopter loads taking into consideration weight requirements including accurate calculation of correct quantities
o Supervision of labor, tally clerks, store keepers and transports during loading and offloading stocks.
o Managing to the transport for air operations and contractors of WFP warehouse and transport contractors of WFP for food dispatch to all cooperating partners for all the district of Sindh.
o Calling forward of commodities by maintaining accurate records of stock on hand.
o Accurate compilation of the Logistics Cluster air operations and WFP warehouse, dispatch report for on-forwarding to Islamabad
o Accurate compilation of WFP Way Bills and other accounting documents for record keeping etc.
o Cooperating with the WFP COMPAS staff for reconciliation of stocks & records etc.
To develop an overall action plan and play an active leadership role to implementing (logistics & distribution operations management strategies and objectives in the designated area under the scope and focus of the program objectives to deliver the predefined goals .
Managing the following tasks on daily basis:
o Receipt, Storage, Dispatch, Record Keeping of goods and Warehouse management etc.
Building relationships with key clients: (suppliers, vendorsfactory owners etc)