Admin & Procurement Officer

Location: Karachi, with periodic field visits

KEY RESPONSIBILITIES & DUTIES

Procurement Planning & Management

• Support the identification and selection of suitable suppliers and contractors in line with ethical procurement standards, sustainability principles, and cost-effectiveness criteria.
• Prepare and manage Request for Quotations (RFQs), bid evaluations, Purchase Orders, and contracts in accordance with organizational and donor procurement rules.
• Prepare and manage Service Level Agreements (SLAs) to assess supplier performance and ensure accountability.
• Oversee order placement, supply-demand alignment, material replenishment, and supplier performance tracking.
• Monitor and control procurement-related expenditures against approved budgets, providing regular updates to the finance team.
• Resolve any discrepancies or issues in orders with suppliers and ensure smooth operations.
• Regularly evaluate procurement policies and recommend improvements to enhance process efficiency.

Vendor & Supplier Management

• Maintain and regularly update vendor profiles, verifying work experience, credentials, and reliability.
• Foster and maintain strong, transparent relationships with suppliers and regularly renegotiate prices to ensure cost-efficiency.
• Ensure all vendors are pre-qualified and compliant with ITA's procurement ethics policy and anti-corruption standards.

Administrative Management

• Manage day-to-day office administration including space management, equipment maintenance, utilities, and supplies.
• Maintain up-to-date asset registers and inventory records; coordinate periodic physical verification of assets.
• Coordinate logistics for project events, workshops, field visits, and travel arrangements.
• Manage documentation and filing systems (physical and digital) for all administrative and procurement records.
• Collaborate with internal teams to assess procurement requirements, ensuring quality standards and timely delivery.

Compliance & Reporting

• Ensure all procurement processes comply with ITA's SOPs and relevant donor requirements.
• Prepare periodic procurement reports and status updates for management review.
• Ensure adherence to ITA's Code of Conduct, safeguarding, and PSEA policies in all administrative functions.
• Perform any other relevant tasks as assigned by the Line Manager.

Qualification & Experience:

• Bachelor's degree in Finance, Accounting, Business Administration, or a related field.
• Minimum 2–4 years of experience in finance and administration in an NGO or development sector organization.
• Proficiency in MS Excel and basic accounting software.
• Strong organizational skills, attention to detail, and ability to manage multiple tasks.
• Fluency in Urdu and Sindhi; working knowledge of English.
• Willingness to be based in a district/field office.

Pay: Rs40,000.00 - Rs50,000.00 per month

Work Location: In person