Procurement & Admin Officer

Duty Station(s)                 :               Islamabad

The Procurement & Admin Officer is expected to support fully the GRC Offices and Projects in the area of   Procurement, Warehousing, & Transportation. He will be responsible for coordination with the field offices to facilitate all kind of logistics related tasks and activities.

2.       General Duties/ Responsibilities:

• Contributes towards the overall goal and objectives of PRCS/GRC.
• Works in line with the Red Cross and Red Crescent Principles.
• Adheres to the Security rules and procedures.
• Respects and observes the Staff Rules & Regulations of PRCS /GRC/IFRC.
• The employee may be asked to perform duties and tasks not covered in this job description as well as to provide support to other departments if so required.
• Should be a good driver and be able to drive the vehicles on need basis.

3. Specific Duties and Responsibilities:

Procurements

1. Procure goods and services on behalf of the GRC Pak Delegation following GRC standard policies/ practices/ procedures and keeping documentation to full audit trail standards.
2. Provide advice/ negotiate contracts required by the office for goods and services.
3. To be able to prepare tender for any procurements, ; prepare a Comparative Bid Analysis and recommendation to purchase, with all information being systematically recorded in Purchase Committee minutes where appropriate.
4. Execute the purchase of appropriate supplies and arrange delivery in a timely and cost effective manner.
5. To respect and follow the pre-determined authorization levels / ceilings of approvals for the procurement of goods and services.
6. Ensure that all purchased goods are as per approved specifications and standards and fit for the purpose and have appropriate inspection certificates as required.
7. Follow-up on the delivery of goods and services after completing all documentation.  
8. Providing necessary documents to Finance Department and coordinate for processing payments after completion of all documents according to GRN / delivery notes and contract Terms between GRC and supplier.
9. To liaise and co-ordinate with the relevant delegations/departments/functions regarding delivery of supplies and keep all parties informed of any changes, in a timely manner.
10. Identify and maintain an accurate and up-to-date supplier information database for regularly purchased items, and keep informed of local market conditions.
11. Establish and maintain a good professional working relationship with suppliers and inspection companies.
12. Organize the transportation, customs clearance and other formalities for incoming goods to ensure the timely receipt into delegation stores/warehouses.
13. Provide timely advice and technical support on logistics issues to other functions within the delegation.
14. Support, train and develop staff and volunteers capacities if so required.
15. Liaise with international, government and non-government agencies and collaborate with them as and when required.

Other administrative task responsibilities.

1. Follow up on office’s contracts, maintenance contracts etc.
2. Follow up on delegates’ housing contracts, maintenance of the houses and fuel supplies.
3. Administrative support for meetings, training workshops, seminars etc.
4. To ensure telephone/ Mobile services, Internet, drinking water and other utilities at GRC offices and delegate houses.
5.  Filing of all official documents in proper manner/order.
6. Keep upto date inventory of all offices.

Warehousing:

1. Ensure Proper storage of supplies according to the best standards of warehousing.
2. Ensure the correct storage, rotation of stock and proper structural maintenance of warehouse to keep all stocks in good condition.
3.  Keep up to-date inventory by regular physical count and random checks.
4. Security measures to keep warehouse safe from theft, intrusion, climate and rodents.
5. Assist and supervise the labor contractor and certifying payments to be processed according to actual services provided after completion of documents.
6.  Organize local labour to effect the timely and efficient reception to and dispatch of goods from the warehouse.
7. Liaise and maintain timely communications with relevant other functions within the delegation to ensure the timely and efficient receipt and dispatch of goods from the warehouse in support of these other functions.

4. Qualifications / Skills / Knowledge required

• University Degree, preferably MBA, Logistics management
• Minimum 3 Experience in similar field / position.
• Very Good skills in MS Word, Excel, Power Point.
• Very Good Communication Skills.
• Very Good Report Writing Skills.
• Very Good Negotiation Skills.
• Very Good team player (service oriented), able to work in stressful situation.
• Flexibility to adapt to fast changing circumstances.
• Team Management Skills.  

Competencies:

1. Team management skills.
2. Excellent team player (service oriented), able to work in stressful situation
3. Flexibility to adapt to fast changing circumstances
4. Diligence, rigor and honesty
5. Dynamism and good organizational skills
6. Experience of working for the RC/RC Movement is a strong asset.
7. Experience of working for a humanitarian aid organization is a plus.
8. Commitment to the principles of the International RC/RC Movement

Please send your Applications and CVs to [email protected] OR Visit for ToRs www.brightspyre.com/grc latest by Sunday, 5^th of August, 2018 before 5:00 PM.

Only short-listed candidates will be called for interview for which no TA/DA shall be admissible. The authority reserves the right to accept or reject any or all applications without assigning any reason.