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Tetra Tech ES, Inc., a subsidiary of Tetra Tech (USA) dedicated to international development, is recruiting for a Pakistan-based professional for the position of Procurement/ Admin Assistant to support a multi-year (2017-2021) USAID -funded sustainable energy project in Pakistan. 

POSITION DESCRIPTION:

The Procurement/ Admin Assistant will report to Procurement Associate and will work provide operational support to procurement function.  

MAIN RESPONSIBILITIES AND TASKS:

Procurement Management

  • Attend all the procurement committee meetings and prepare the minutes of the meeting.

  • Coordinate with Finance, logistics and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.

  • Ensure that a transparent and responsive procurement process is implemented and maintained and is carried out in accordance with Tetra Tech and donor-specific polices.

  • Coordinate and plan with the relevant requesting staff / programs regarding the order and delivery of supplies.

  • Ensure that all Supplies, services and equipment’s required are delivered in time.

  • Survey the market as needed to determine availability of vendors, subcontractors, suppliers or consultant that meet the project needs.

  • Update the “Procurement tracker” weekly to be reviewed by the Procurement Associate.

  • Carry out vendors/contractor’s pre-qualification exercise and maintain vendors’ database.

  • Submit monthly list of commitments to Procurement Associate and Finance

  • Perform visual compliance and vendor screening of awarded contracts/procurements

  • Manage hard copy and soft copy filing of all procurement documentation. 

  • Timely forwarding/ submission of payments/accruals to finance with appropriate paperwork

  • Proper Paperwork and filing (organization) as per Tetra Tech guidelines and record is accessible in sequential order. Approved vendor list is up to date all the time including Contracted and authorized suppliers as per Tetra Tech guidelines.

  • Ensure necessary authorizations / approvals are always obtained and execute the purchase and delivery of appropriate supplies in a timely and cost-effective manner

  • Keep track of all orders, liaise and co-ordinate with the relevant departments and keep them informed regarding any changes for effective planning.

Administration:

  • Support program events including training venues/ booking of rooms for accommodation at hotels for national personnel/ international experts, training participants and project staff as and when required

  • Arrange and process printing material for meetings/ trainings

QUALIFICATIONS: (MINIMUM REQUIREMENTS)

EDUCATION:                     

  • Bachelor’s in business administration or related field.

  • Specialization in Logistics Management / Supply chain or related field.

WORK EXPERIENCE:           

Minimum of 3 years’ experience in relevant position. Previous Work experience with USAID is required.

SKILLS:        

  • Strong Analytical Skills

  • Negotiation Skills

  • Strong computer literacy skills; MS Office

  • Strong Coordination & Communication Skills

LANGUAGE: 

  • Fluency in both English and Urdu

GENERAL:                   

  • Tactfulness, Enthusiasm to the job. 

  • Good Human Relation skills, integrity and ability to work under pressure.