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Purpose
The Senior Procurement Officer is responsible for managing and overseeing procurement processes across Inspire Pakistan, ensuring timely, transparent, and compliant acquisition of goods, works, and services.
The role ensures procurement activities are conducted in accordance with organisational policies, donor requirements, and applicable standards, while strengthening procurement systems, maintaining documentation, and supporting programme implementation through efficient, cost-effective, and well-planned procurement practices.
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Key Responsibilities
Procurement Planning & Implementation
- Lead and manage procurement processes for goods, services, and works across Head Office and field locations.
- Ensure development and periodic review of procurement plans in coordination with programme and operations teams to support timely implementation.
- Support consolidation of procurement plans and ensure alignment with programme priorities and timelines.
- Advise requesting units on procurement lead times to support effective planning and avoid delays.
- Ensure procurement activities are conducted in line with approved plans, timelines, and budgets.
- Review and validate procurement requests to ensure completeness and compliance with procedures.
- Ensure all procurement requests are verified against approved budgets and appropriate budget heads in coordination with Programme and Finance units prior to initiation, and flag any discrepancies for corrective action.
- Support effective and timely budget utilisation by coordinating with relevant budget holders to ensure procurement planning and execution are aligned with approved budgets, priorities, and implementation timelines.
Vendor Management & Market Engagement
- Develop and maintain an updated and reliable vendor database.
- Identify, evaluate, and pre-qualify vendors to ensure quality, reliability, and compliance.
- Conduct basic due diligence and verification of vendors to mitigate risk.
- Establish and manage framework agreements and long-term supplier relationships.
- Monitor vendor performance and address issues related to quality, delivery, or compliance.
Coordination with Finance & Programme Units
- Coordinate closely with Finance to ensure budget availability and compliance prior to procurement.
- Support programme teams in defining specifications and procurement requirements.
- Ensure alignment between procurement processes and programme implementation timelines.
- Facilitate effective communication between requesting units and vendors.
- Implement procurement directives and system improvements in alignment with guidance from the Admin Manager.
Contract Management & Delivery Oversight
- Prepare and review purchase orders, contracts, and agreements.
- Ensure proper contract administration and compliance with agreed terms and conditions.
- Maintain a tracking system for contracts and purchase orders to ensure timely delivery, renewals, and compliance.
- Track delivery timelines and ensure timely receipt of goods and services.
- Ensure proper verification of goods and services received, including documentation of delivery notes and Goods Receipt processes in coordination with requesting units.
Field Office Support & Oversight
- Provide technical support and guidance to field offices on procurement processes and compliance.
- Ensure consistent application of procurement procedures, documentation, and templates across all locations.
- Review procurement submissions from field offices for compliance and completeness.
- Support capacity building of field staff on procurement procedures and documentation requirements.
Monitoring, Reporting & Audit Support
- Maintain and monitor procurement tracking systems to ensure visibility of procurement pipeline activities, timelines, and status across all offices.
- Provide regular procurement status updates and reports to management, highlighting progress, delays, and risks.
- Identify procurement-related risks and recommend mitigation measures.
- Support internal and external audits by providing procurement documentation and clarifications.
- Ensure timely response to audit queries and implementation of corrective actions.
System Strengthening & Process Improvement
- Support development and revision of procurement policies, procedures, tools, and templates.
- Ensure standardisation of procurement practices across the organisation.
- Identify opportunities to improve efficiency, cost-effectiveness, and transparency in procurement processes.
- Promote continuous improvement of procurement systems and practices in alignment with organisational priorities.
Other Duties
- Perform any other duties related to procurement, operational priorities, or organisational requirements as assigned by the Admin Manager or relevant Head Office units.
- Ensure emergency procurement processes are conducted in line with approved procedures while maintaining proper documentation and justification.
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Qualifications & Experience
- Preferably Bachelor’s degree in Supply Chain Management, Business Administration, Procurement, Logistics, or a related field.
- Minimum 3–6 years of relevant experience in procurement, supply chain, or logistics. Experience may be from development, corporate, or private sector environments.
- Demonstrated experience in managing procurement processes, vendor management, and documentation.
- Strong understanding of procurement procedures, compliance requirements, competitive bidding, and internal control systems.
- Experience working across multiple locations or supporting field operations is desirable.
- Strong organisational, analytical, negotiation, and problem-solving skills.
- Excellent communication and coordination abilities.
- Proficiency in MS Office and procurement tracking systems.
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