Procurement Coordinator

About TAKMIL

TAKMIL (Teach A Kid Make Individual Life) is a 501(c)(3) non-profit organization dedicated to providing quality education to out-of-school children in rural Pakistan. Since 2017, TAKMIL has been operating 150+ non-formal schools, educating over 5,000 children, and mobilizing volunteers across 10+ North American chapters. Our mission is to build a Pakistan with zero out-of-school children by 2047.

ABOUT THE ROLE

We are seeking a highly organized and detail-oriented Procurement Coordinator to join our Operations Team at our Lahore office. The ideal candidate will be responsible for managing the end-to-end procurement process from gathering requirements and sourcing vendors, to coordinating deliveries, maintaining inventory records, and ensuring seamless communication across teams. This is an on-site, full-time role requiring strong coordination, communication, and administrative skills.

KEY RESPONSIBILITIES

Procurement & Vendor Management

• Collect and review procurement requirements from the Operations Team.
• Source and obtain quotations from vendors and suppliers in the market.
• Coordinate quotation verification with the Finance team and ensure compliance with budgets.
• Prepare and send approval emails to management for procurement requests.
• Follow up with vendors on order status, timelines, and delivery schedules.
• Coordinate advance and final payments with the Finance department.

Inventory & Stock Management

• Maintain accurate and up-to-date inventory (books, stationery, etc) records at all times.
• Track and record book receivables and ensure all incoming stock is documented.
• Conduct periodic inventory audits and reconcile physical stock with records.
• Monitor stock levels and proactively raise purchase requests to avoid shortages.
• Manage packing materials and ensure sufficient stock for dispatch activities.

Coordination & Communication

• Act as the primary point of contact between vendors, the operations team, and management.
• Coordinate with the Lahore and Islamabad office team for deliveries and logistics.
• Prepare and share lists of school addresses, focal persons, and collection points with relevant stakeholders.
• Communicate with school coordinators and focal persons regarding book deliveries and timelines.
• Share delivery receipts (BLTs) and tracking information with the relevant team members.

Dispatch & Logistics

• Coordinate packing of books in cartons or sacks as per delivery requirements.
• Arrange dispatch via Pakistan Post, bus services, or other courier channels.
• Ensure books are dispatched accurately to the correct schools, collection points, or individuals.
• Oversee the receipt of delivered goods at the warehouse and collect necessary documentation.

Administrative & Reporting

• Maintain organized digital and physical records of all procurement activities.
• Draft and send professional emails to vendors, finance, management, and field teams.
• Prepare procurement reports, purchase orders, and summary sheets using MS Excel and Word.
• Track procurement timelines and escalate delays to the Operations Manager.
• Document proof of distribution (e.g., photos, receipts) and maintain records for audit purposes.

REQUIRED SKILLS & COMPETENCIES

Technical Skills

• Advanced MS Excel (data entry, tracking, formulas)
• MS Word (document drafting, formatting)
• Professional email writing & correspondence
• Inventory management & stock tracking
• Supply chain & procurement processes
• Quotation collection & vendor evaluation

Soft Skills

• Strong coordination & multi-tasking ability
• Excellent written & verbal communication
• Project management & timeline tracking
• Attention to detail & accuracy
• Problem-solving & proactive approach
• Team collaboration & stakeholder management

QUALIFICATIONS & EXPERIENCE

• Bachelor's or Master's degree in Supply Chain Management, Business Administration, Commerce, Logistics, or a related field.
• Minimum 3 years and maximum 5 years of relevant experience in procurement, supply chain, or operations coordination.
• Proven experience in vendor communication, quotation management, and purchase order processing.
• Hands-on experience with inventory management systems or manual stock tracking.
• Demonstrated ability to manage multiple procurement cycles simultaneously.
• Prior experience in an NGO, education sector, or books/stationery supply chain is a plus.

Application Question(s):

• Please mention your expected salary.

Work Location: In person