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Procurement and SAP Database Assistant

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Industry:
N.G.O./Social Services
Category:
Procurement
Total Position:
1
Job Type:
Fixed Term ( First Shift (Day) )
Department:
UN-IOM
Job Province:
Punjab
Job Location:
Islamabad
Gender:
No Preference
Minimum Education:
Bachelor (14 Years)
Career Level:
GS-5
Minimum Experience:
3 Years
Apply By:
Nov 22, 2018
Posted On:
Nov 9, 2018
Job Description

Under the overall supervision of the Recourse Management Officer, the Procurement and SAP Database Assistant will be directly reporting to the Procurement & Logistics Officer – Unit Head for implementation of CRA Procurement policies and procedures and will perform the following duties.

 

RESPONSIBILITIES AND ACCOUNTABILITIES:

  • To incorporate and manage all the information related to the procurement into SAP database.
  • Create/edit PR / PO's in the system.
  • Handover of all PO’s, invoices to finance for the payment purposes and also 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/labour 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 if and 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 Logs 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 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 prebiotic checklist of PK11 for items related to procurement.
  • Identify issues affecting efficient process delivery and propose ways to fill in the gaps.
  • Provide guidance and training to new/junior staff.
  • All other duties as assigned.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

EDUCATION AND EXPERIENCE:

  • University degree with three years of work experience in Logistics, Procurement section; Field experience in a post conflict environment. Familiarity with procurement terms. Ability to supervise and direct staff.
  • Good communication skills.  Personal commitment, efficiency, flexibility, drive for results, respect for diversity, creative thinking.  Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds

 

LANGUAGES:

Required:

  • English, Urdu    

Advantageous:

  • PASHTO

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