Supply-Chain Officer

 
Supply-Chain Officer
Sector: Community Development
Location: Pakistan
Employee Type: Regular
Employee Category: Full Time
Description
Program Background Summary: Pakistan Reading Project (PRP) is a USAID funded project to improve the quality of reading in public and private schools across Pakistan, supporting at least 2.5 million additional primary school students to read at a level commensurate with standards at their grade level. This goal will be supported by the mutually-reinforcing components of teacher education and professional development (PD), systems reform, and civil society engagement. The Pakistan Reading Project is a five year project to be implemented in 67 districts of 8 provinces across Pakistan.
Job Overview/Summary: The Supply Chain Officer is an integral member of the Supply Chain team and of the field office leadership, and reports to the Supply Chain Manager. This position is responsible for the management and delivery of effective Supply Chain support at the field office level, in compliance with IRC and donor regulations. Key responsibilities include procurement, transport, inventory, and asset management.
Major Responsibilities: Specific responsibilities include,
Assistance in Government Liaison:

• Work with supply chain manager and coordinator to prepare tax related exemption documents, invoices, USAID support letters.
• Submit and regular follow-up with concern government departments for all exemption requests.
• Maintain government liaison and tax exemption in-office files.
• Provide support to government liaison consultant as and when required.
• Flag any/all tax and exemption related issues to higher management and seek timely solution, in line with donor and IRC policies.

Procurement Management

• Work as secondary procurement staff to ensure efficiency of procurement department. Implementation and / or maintenance of standard IRC procurement policies and procedures.
• Ensure that procurement is carried out in accordance with IRC and donor-specific polices.
• Attend all the procurement committee meetings and prepare the minutes of the meeting.
• Coordination with Finance, Admin and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
• Ensure that a transparent and responsive procurement process is implemented and maintained.
• Routine communication, coordination and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
• Ensure that all Supplies, services and equipments required are delivered in time.
• Survey the market as needed to determine availability of vendors, subcontractors, suppliers or consultant that meet the project needs.
• Prepare and maintain IRC operation contracts.
• Prepare and share monthly 'Procurement tracker' with Supply Chain Manager.
• Assist in the development of specifications for equipment, materials, and services to be procured.
• Be a part to carry out vendors/contractors pre-qualification exercise, and maintain vendors' database.
• Work with supply chain Manager/Coordinator to prioritize and monitor the daily progression of all requested goods and services including updating procurement tracking sheet on a daily basis
• Submit monthly list of commitments to Supply Chain Manager/Coordinator and Finance
• Produce routine purchase status reports for Supply Chain Manager/Coordinator.
• Perform visual compliance and vendor screening of awarded contracts/procurements
• Manage hard copy and soft copy filing of all procurement documentation. Ensures that all documents have no errors in filenames.
• Timely forwarding/ submission of payments/accruals to finance with appropriate paperwork define by IRC and donors.
• Proper Paperwork and filing (organization) as per IRC guidelines and record is accessible in sequential order. Approved vendor list is up to date all the time including Contracted and authorized suppliers as per IRC guidelines.
• Ensure necessary authorizations / approvals are always obtained and execute the purchase and delivery of appropriate supplies in a timely and cost effective manner
• Keep track of all orders, liaise and co-ordinate with the relevant departments and keep them informed regarding any changes for effective planning.
• Any other duties or tasked delegated by Supply Chain Manager or Coordinator.
• Responsible for all the inventory aspects on delivery or at site such as stock location and availability, replenishment control and inventory auditing. Also in charge of the accuracy of all data kept on the receiving.