Procurement Officer
Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH
Total years of experience :15 years, 8 Months
• Identifying relevant problems and issues and assisting in formulating implementation-oriented solutions.
• Carries out local/international procurement of goods and services in accordance with GIZ rules and regulations and where required with GIZ Head Office.
• Reviewing bid documents submitted by the project and publishing tenders in the print media.
• Ensuring proper receipt of bids and proposals and documentation in tender opening protocols as per GIZ guidelines.
• Processes procurement orders/contracts through SAP based ProSoft/CoSoft.
• Prepares financial evaluation of tenders and supporting the technical evaluation process jointly with the concerned project.
• Negotiations with the supplier, consultants and firms jointly with the project
• Prepares Local Subsidy, Financing Agreement, Construction and Consulting Contracts.
• Filing and maintaining a database of respective contract-related documents.
• Maintaining updated database of fee schedule for local consultants.
• Procuring materials and equipment locally, monitoring markets and processing orders in accordance with GIZ regulations.
• Notifying projects and programmes of delivery and import documents.
• Ensuring that the goods receipt in documented in the procurement file and in SAP.
• Processing cases of damage in transport.
• Checks goods invoices, goods inwards receipts and other (delivery) papers and payment instruction.
• Procuring office stationary items/PR material/printing.
• Procurement of air tickets (domestic/international).
• Preparation of exemption certificates and authority letter for clearance of goods from international suppliers.
• Supporting in processing customs declaration procedures (duty-free import of goods, entering information in customs declaration database, producing statistics)
• Execution and monitoring of framework agreements.
• Assist with carrying out local/international procurement of goods and services in accordance with GIZ rules and regulations and where required with GIZ Head Office.
• Prepares bid documents and publishes tenders in the print media.
• Ensure proper receipt of bids and proposals and documentation in tender opening protocols as per GIZ guidelines.
• Processes procurement orders/contracts through ProSoft/CoSoft under guidance of superior.
• Prepares financial evaluation of tenders and supports the technical evaluation process jointly with the concerned project.
• Supports the negotiation process with the supplier, consultants and firms jointly with the project.
• Assist with preparation of Local Subsidy Contracts, Financing Agreements, Construction and Consulting Contracts.
• Files and maintains a data base of respective contract-related documents.
• Maintains updated database of fee schedule for local consultants.
• Support with procuring materials and equipment locally, monitor markets and processes orders in accordance with GIZ regulations.
• Enters purchase requisitions and confirmation of receipt of goods through ‘Beschaffung Online’ for procurement through Head Office under guidance of superior.
• Notifies projects and programmes of delivery location and time.
• Follow up of the delivery according to agreed delivery date and destination.
• Verification and archiving of all delivery and import documents.
• Ensures that the goods receipt is documented in the procurement file and in SAP.
• Arranges for the safe transfer of goods to their destination.
• Assist with processing of cases of damage in transport.
• Backup International Travel Management.
• Assist with procurement of air tickets (domestic/international).
• Procures office stationary items/ PR material/printing.
• Assist with arranging advertising in local print media. as required.
• Support in processing customs declaration procedures (duty-free import of goods, entering information in customs declaration database, producing statistics).
• Support for checking and follow up deliveries by ship/air from custom.
• Support with monitoring clearing of goods.
• Support with organizing and coordinating collection of goods.
• Procurement of goods and services for HF Core Office as well as all regions & projects as per HF Procurement policy.
• Collecting quotations, preparing comparative statements & getting approvals from purchase committee thereof.
• Preparing bid documents and publishing tender notice in the newspapers.
• Ensuring proper receipt of bids, proposals and document as per HF guidelines.
• Preparing minutes of meeting of PC, evaluating bids financially and technically.
• Negotiating with suppliers, evaluating them and reporting line manager for updates of procurement.
• Preparing Building & Supplier Agreements and Construction Contracts.
• Preparing & Issuing purchase/work orders and following up for the orders placed.
• Following up of the goods delivery according to the agreed terms.
• Ensuring safe and timely delivery of goods at regional & project offices.
• Receiving and verifying invoices and other purchase & imports related documents.
• Preparing and submitting payment requisitions with finance department.
• Following up with finance department to ensure timely payment to suppliers.
• Frequent market surveys for equipment to maintain updated database of suppliers for smooth purchasing.
• Organizing administrative and logistical aspects of core & project activities (travels, meetings, workshops, event management etc.).
• Purchasing office and kitchen supplies.
• Facilitating HF Staff and Donors in national and international travels.
• Checking & verifying invoices & documents with travel adjustment claims of employees.
• Maintaining MSA stock and fixed asset register.
• Coordinating with regions, programs, departments, partners & institutions for delivery of goods and exchange of information regarding procurement.
• Ensuring proper maintenance of assets, office premises, safety & other equipment.
• Keeping record of important documents, agreements and contracts.
• Ensuring timely renewal of lease tenancy & vehicle insurances.
• Assisting in preparation of admin & procurement budget.
• Supervising support staff (drivers, security guards, office boys, electricians, kitchen staff & admin assistants) and interns.
• Managing petty cash.
• Arranging advertisements in local print media for HF core, regional and project offices.
• Handling custom clearance of imported goods and release of containers from port.
• Managing all custom clearances and procedures as per custom rules and regulation.
• Following up of all deliveries related to shipment to avoid custom duty charges etc.
• Dealing and coordinating with custom representative and clearing agents.
• Performing any other tasks assigned by management.
• Purchasing of budgeted capital items and supplies for HF CO as well as all regions & Projects of HF
• To develop management information and ensure of performance measures of procurement.
• Find new markets and potential suppliers for smooth purchasing
• Keep and maintain update information of market situation.
• Process purchase requisition & Collection of Quotations.
• Preparation of Comparative statements, Approval from Purchase committee.
• Issuance of purchase orders & follows up of orders.
• Quality & Quantity verification of received items, minimization of the overall cost of the procurement through utilize available resources.
• Arrange visitor reservations at guest houses & hotels.
• Arrange airport pick and drop for staff and visitors
• Maintain records of vehicles repair, purchasing of spare parts
• Update log books for mileage, and fuel consumption report
• Generate fuel consumption and repair/maintenance monthly reports.
• Maintaining petty cash fund.
• Prepared quarterly financial report and submitting to donor.
• Prepared payment vouchers, journal vouchers & receipt vouchers.
• Ensuring timely deposits in bank accounts.
• Rechecking/ recalculating all bills/ adjustments submitted by parties and staff respectively.
• Maintained individual file of donors and completing all required documentation.
• Inter unit reconciliation.
• Maintained petty cash fund as per the petty cash fund policy.
• Supporting finance officer during external audits and donor financial reviews.
• Prepared staff payroll.
• Taxation management
• Prepared bank reconciliation statements on monthly basis.
• Dealing with Routine Bank Transactions. (Cash Deposit/ Withdrawals & Bank statements).
• Developed filing systems for both, financial and administrative data.
• Coordinating & maintaining PR with banks.
• Preparing & submitting quarterly financial reports to donor.
• Checking log books for vehicles & generator fuel and preparing fuel consumption report.
• Issuing consumables & equipments to trainers and maintaining stock register.
• Assisting supervisor during audit.
• Analyzes of market and customer needs.
• Conducts product presentations or orientation to customers.
• Checks proposal forms for correct completion and request for further information when necessary.
• Monitors market trends, competitor’s activities and opportunities.
• Market visits on a regular basis.
• Follows-up account renewals with the producers.
• Prepares and submits proposals to clients.
• Discusses and negotiates policy terms and conditions with intermediaries.
• Prepares documentation request for policy and/or endorsement issuance
• Signs policies, endorsements and cover notes within delegated authority.
• Coordinates with the Department Underwriters in the development of marketing materials, research and development of product.
• Requests survey of risk, if necessary with the Survey Unit
• Coordinates with the department’s underwriters and claims processors on the technical aspect of underwriting and claims, respectively
Diploma in IAS/IFRS from ICMAP Islamabad.