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Under the overall supervision of the Program Manager/COP, the Procurement Assistant will be directly reporting to the Resource Management Officer (RMO) 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 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/labor 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 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 Resource Management 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.

REQUIRED QUALIFICATIONS AND EXPERIENCE:
EDUCATION:
Bachelor’s Degree in Business Administration, Social Science or equivalent.
Advanced user of/proven skills in MS Office applications (Excel and Access), database management and/or statistical software packages (SPSS).

EXPERIENCE:
Three years of relevant work experience in Procurement process Experience in SAP or ERP systems
Experience working in the development sector and/or UN Agencies
Experience with the local and international market

LANGUAGES:
Required (specify the required knowledge)

Language required for the position, for example: Fluency in English & Urdu

Desirable:
Desirable languages, for example: Pashto

Required Skills

Communication Skills,