Field Procurement Assistant

Relevant Experience:

• Bachelor degree with business administration, finance, logistic, procurement and other related area;
• 2+ year of relevant work experience (procurement area is advantage);
• Proven work skills with MS Word / MS Excel / Email and Internet;
• Strong negotiation and communication skills.
• Flexibility / Ability to handle multiple tasks simultaneously and meet deadlines under high pressure environment and within pre orchestrated delivery timeframes.
• Good English, Urdu, Pashtu languages skills at least enough for communication and document writing / reading

Job Description:

1. FPA will facilitate ADO’s/DDO’s in Pre-qualification process for local contractors and suppliers which is scheduled for regular update in every 3 months;
2. FPA will facilitate field office in organizing of the field bidding process for local Contractors i.e. preparation of NIT and its advertisement; proper distribution of bid documents for selected and previously pre-qualified contractors. FPA should coordinate his/her field office bid committee meetings according to established policy; and retain complete Bid Committee Meeting minutes with all required supportive comparative statements. After obtaining Bid Committee decision, FPS should complete Bid Analysis for further approvals on the chain of command of program and issue the contract with selected vendor and to submit documents to Islamabad as per recommended time-line;
3. FPA will be responsible to coordinate grant procurement delivery of materials, services, supplies on-time and in required quality and quantity in tight communication with Islamabad procurement team, and with his/her field office FE and FS;
4. FPA will assist the field team in preparing the Asset Transfer Form and in handing over of the goods remain from closed grant(s) to the ongoing grant(s) upon instructions from HO;
5. FPA will be responsible for reconciliation of surplus material on the grants site by each milestone achieved as per BBT schedule (and before payment to suppliers), as well as for final materials count on site for the grant close procedure. All the findings on materials reconciliation (both surplus and Deficit as per records) should be reported immediately to ADO / DDO and with obligatory copy to Islamabad procurement / engineers and DCOP;
6. FPA is in charge to provide regular assistant to ADO / DDO with GRN records and books; FPA should also follow-up on pending GRNs and their timely submission to HO after receiving from grant sites
7. FPA will maintain Field Procurement Files and will ensure presence of all related documents as per established policy.
8. FPA will submit weekly report to Regional Procurement Officer on deliveries as per BBT delivery schedule.
9. FPA should communicate  with Warehouse Supervisor in Peshawar on approval of Stock Release Form and delivery of items from Warehouse to grant site as per Field team request
10. FPA will keep inventory record of ONLY grant assets which are present at his/her field office compounds as a surplus material with clear sub-division on grants / quantity and quality of remaining goods, already purchased and communicate this information to HO on a weekly basis.
11. FPA should flag any issue(s) related to grant procurement area deliveries, such as sub-standard materials or delay with delivery as per BBT schedule;
12. FPA should submit week work plan to Islamabad and complete report on the end of each week 
13. FPA should conduct regular and continuous monthly market survey for new contractors and suppliers and keep track cost changes for basic materials PTI procured. This should automatically be done by the FPA without further request from HO and a report generated to update the Regional Procurement Officer and Procurement Manager by the end of each month;
14. Perform any other tasks as required.