Procurement Officer

The International Water Management Institute (IWMI), a CGIAR Research Center is seeking a dynamic & multi skilled candidate to join its office in Lahore, Pakistan, as a Procurement Officer.

The Procurement Officer will lead and provide efficient, timely, and comprehensive procurement services for IWMI Pakistan Office and other project offices located in Pakistan. The person is responsible for ensuring quality, integrity, financial accountability, cost-effective delivery and execution of all purchasing requirements; ensuring that all related policies, procedures and practices are adhered to in the delivery of efficient and timely procurement and administrative services. This includes managing all inward shipments and ensuring the clearance of goods on a duty-free basis by liaising with relevant Government Ministries, Departments, and Authorities.

The Procurement Officer will ensure full compliance with IWMI procurement policies, monitor procurement activities across the Lahore Country Office and other project offices, and maintain the highest standards of impartiality, ethics, and customer orientation in supplier relations. Additionally, the incumbent will facilitate effective communication and information exchange with counterparts in other departments, supporting the overall mission and sustainability goals of IWMI. The incumbent will also work in close collaboration with the IWMI HQ Procurement Team in relation to procurement activities.

DUTIES & RESPONSIBILITIES:

• Lead and manage day-to-day procurement operations under the guidance of the Office Manager and HQ Procurement team in compliance with IWMI Procurement Policy.
• Collect procurement requirements for all units within IWMI Pakistan in advance and execute procurement plans ensuring goods and services are procured promptly and cost-effectively.
• Submit data relating to all procurement activities above the threshold stipulated in the policy to the HQ Procurement team.
• Maintain the highest professional, ethical, moral, and legal standards in all procurement activities & declare any conflicts of interest in writing promptly.
• Obtain quotations from both local and foreign suppliers for purchases of goods and services in accordance with the policy.
• Maintain and update the records and databases related to procurement and suppliers in a timely manner.
• Collaborate with the finance team on contracts, invoicing, facilitating payments, and other financial matters.
• Prepare and dispatch purchase orders, monitor, and follow-up as needed to ensure procured goods are delivered on time.
• Track and evaluate vendor performance, focusing on pricing, contractual terms, and scope of services to ensure the vendors are meeting the expected standards.
• Conduct due diligence on suppliers to ensure compliance with national and international standards.
• Prepare Requests for Quotations (RFQ) and bid tabulations for tenders & seek guidance from the HQ Procurement Team as needed.
• Draft appropriate service-level agreements for in-country procurement activities with the guidance of HQ Procurement unit.
• Prepare and submit documents for Procurement Committee Meeting in a timely manner; act as the focal point of country office for the IWMI Procurement Committee (PC) when submissions are made to PC for procurement of goods and services above the threshold stipulated in the Procurement Policy.
• Record and report all deviations from the Procurement Policy in a timely manner to ensure strict adherence to the set policy.
• Responsible for maintaining a good relationship with vendors and conducting activities such as annual supplier feedback sessions to broaden the existing relationships.
• Produce and provide annual management reports related to procurement to provide a holistic view of procurement activities conducted for the year.
• Conduct yearly market surveys for fast-moving products and document the results for reference, predictions, and better decision-making.
• Handle inward and outward shipping of personal and household goods for expatriate staff when needed.
• Liaise with the Customs Administration and other government agencies and departments to clear imported goods, obtain necessary permits, licenses, and approvals for the uninterrupted operations of country office.
• Monitor changes in government regulations to ensure procurement operations and paperwork comply with the statutory changes.
• Prepare sustainability data relating to Carbon Footprint of IWMI Pakistan and facilitate activity data collection under the close guidance of IWMI HQ
• Perform other related duties as assigned by the supervisor.

Requirements

EDUCATIONAL QUALIFICATIONS & EXPERIENCE:

Essential,

• Bachelor’s degree in logistics and supply chain management, economics, business management, finance, or a closely related discipline.
• At least 4 years of highly relevant experience in a reputed establishment.

KNOWLEDGE, SKILLS & ABILITIES:

Essential,

• Solid knowledge and understanding of procurement processes, policies, systems and best practices.
• Knowledge of relevant government protocols.
• Ability to demonstrate an excellent service approach.
• A team player with good communication and interpersonal skills.
• Proficiency in Microsoft office package especially in Word and Excel coupled with good computer skills to analyze data, consolidate information, and track measures.
• Ability to identify market trends and make decisions in a high-volume environment.
• Excellent organizing, planning, analyzing, and problem-solving skills.
• Strong negotiation and persuasion skills.
• Ability to multitask, prioritize, and manage time efficiently.
• Excellent oral and written language skills in English, including effective listening and strong verbal and written communication abilities.

Benefits

This is a nationally recruited position and only Pakistani nationals will be considered. IWMI offers a competitive salary and benefits package, inclusive of health insurance, life insurance, accidental death and dismemberment (AD&D) insurance, and long-term disability coverage. The duration of the contract will initially be for a period of three years with the possibility of extension.

IWMI strongly values diversity; therefore, qualified women are highly encouraged to apply.

HOW TO APPLY: Apply for the position by following the application instructions at www.iwmi.org/jobs. We will be accepting applications through 24:00 (IST) on July 22, 2024 (applications will be reviewed on a rolling basis). Your application must include a CV, cover letter, and three (3) references, which may be contacted if you are shortlisted. Receipt of all applications will be acknowledged, but only short-listed candidates will be contacted.

IWMI believes that diversity powers our innovation, contributes to our excellence, and is critical for our mission. We offer a multi-cultural, multi-color, multi-generational and multi-disciplinary working environment. We are consciously creating an inclusive organization that reflects our global character and our commitment to gender equity. We, therefore, encourage applicants from all cultures, races, ethnicities, religions, sexes, national or regional origins, ages, disability status, sexual orientations, and gender identities.

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