Purpose of Classification
The Admin and Procurement Officer (APO) reports to the PPD MNCH Programme and responsible for preparing the payroll, and providing personnel administration, logistics, and procurement support to the Provincial MNCH Cell.
Report To Provincial Programme Director MNCH
Directs Report Designated Staff
Example of Duties
• Coordinate the procurement of field equipment, medicines, office supplies, etc. for the implementation of the approved work plan
• Assist technical staff, on an on-going basis, by the timely and efficient procurement of required goods and services
• Execute and monitor the Program’s procurement policy
• Advice on the appropriate levels of contract monitoring and supplier performance to ensure compliance with the terms of the contract and any prescribed specifications for goods and services delivered
• Carry out market research as necessary and to conduct pre tender discussions with potential suppliers including existing and new entrants into the market
• Coordinate formal bids and Request for Proposals (RFPs). Review and assist in development of specifications and terms, schedules opening dates, arranges advertising and maintains files
• Maintain and edit standard forms used in bid/RFP specifications
• Respond to inquiries concerning criteria for contract award decisions
• Maintain procurement records such as items or services purchased, costs, delivery, product quality or performance and inventories
• Write and compose reports documenting procurement decisions. Prepares justification for contract awards or vendor selection
• Conduct frequent audits and checks on procurement, store, vehicle management and other internal systems and report to the Finance, Admin and Procurement Officer
• Assist the Provincial Program Coordinator and the Finance, Admin and Procurement Officer in managing support and clerical staff, including, interviewing, hiring, performance appraisals, coaching, etc.
• Plan, schedule, allocate and prioritize workload of clerical and support staff to meet operating requirements
• Maintain personnel files on all personnel, pastoral and support/office staff, and maintain personnel records, including qualifications, in service training, etc.
• Maintain inventory for all general office supplies, practicing effective cost containment
• Record data relating to the ordering, scheduling, receipting and payment of goods and services, ensuring that financial deadlines are met
• Ensure the provision of effective typing/word processing, support to the professional staff of the Provincial MNCH Cell
• Ensure that the office facilities and equipment are properly maintained. Process the cases of repair and maintenance of office and facilities
• Maintain inventory of all the vehicles available in the office • Ensure that log books are maintained properly
• At the request of drivers, manage repairs of vehicles. For major repairs, follow repair procedure as laid down in the government policy
• Arrange for the travel and boarding of the program staff and process travel claims
• Undertake any other duties which may reasonably be regarded as within the nature of the duties and responsibilities/grade of the post as defined
Knowledge, Skills and Abilities
• Knowledge of supervisory practices and procedures
• Knowledge of purchasing principles and procedures, purchasing and contract law
• Skilled in the preparation of highly complex technical specifications bids and proposals.
• Skilled in preparing and analyzing comprehensive reports
• Excellent interpersonal skills and communication, negotiation, and collaboration skills
• Advance knowledge/interest in fleet management
• • Knowledge of health care and MCH network, issues and services in Pakistan
• Ability to work effectively with people from a variety of culturally diverse backgrounds
• Skilled in creating comprehensive performance reports |
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