Front Desk Procurement Officer

SHAZIA Naseer

Islamabad

Personal Information

Father name Muhammad Ilyas

Date of birth 15 July

N.I.C # 37405-0473252-4

Gender Female

Marital status Married

Nationality Pakistani

Cell # 034*-*******

Email ***********@*******.***

Academic Qualification

EMBA (HR)

Institute: Preston University Islamabad Campus

Year of completion: 2005

Bachelor of Arts

Institute: University of the Punjab

Year of completion: 1995 .

Faculty of Arts

Institute: Viqar-un-Nisa College, Rawalpindi

Year of completion: 1993

Work Experience

1.CARE International in Pakistan INGO)

Working as a Procurement Officer “Nov 2022 – Till to date

Responsibilities:

Assist in formulating procurement plans for CIP Emergency response projects.

Assist the project team in advertising TORs for RFPs and request for EOIs through appropriate channels.

Initiate, coordinate, and review procurement across CIP a per project budgets and in accordance with donor requirements.

Maintain a close relationship with emergency team and other stakeholders through written communication and provide information on priorities, specifications, and deliveries.

Make regular visits to field areas / vendors to ensure meeting procurement needs on time.

Ensure that Purchase requests from all units are filed and classified systematically for record and internally filed in procurement / operations process/vendor file.

Take timely correct actions on Pos with budget check errors and other problems.

Coordinate the issuance of competitive documents and receipt of responses while ensuring they are received in a secure manner and that confidentiality.is maintained during the evaluation process.

Compile submission for the technical evaluation committee.

Draft the final decision memo for Manager Operations and Procurement.

Ensure timely preparation of GRN and maintain systematic record of all transactions.

Liaise with supplier /vendors to ensure compliance of CARE Procurement Code of Conduct and adherence to RFQ / PO term and conditions.

Prepare payment vouchers for procurement transactions with complete supporting documents and ensure timely release of payments to vendors.

Supervise day to day procurement / vendor issues.

Maintain detail database of all procurement process in hard and soft

2.Research And Development Solutions -

Working as a Admin & Procurement Officer in Admin & HR Department

“February 2018 – January 2022

Responsibilities

Assist HR / Admin Manager in logistics and administration support activities.

Check vehicle logbook on regular basis to ensure vehicles are used for official purpose only and monthly fuel consumed is justified and co- relates with the mileage.

Inform HR / Admin Manager on policy violation and / /or any major issue arise with regard to vehicle maintenance.

Maintain Asset / inventory Management system, and purchasing of new material with attention to budgetary constraints.

Arrange and manage all events including official events, trainings and official meetings.

Supervise all accommodation arrangements of staff for out station events.

Manage office supplies stock and place orders.

Organize a filing system for important and confidential documents.

Maintain a company calendar and maintain all appointments.

Ensure the smooth and adequate flow of information within the company to facilitate other business operations.

Monitor costs and expenses to assist in budget preparation.

Updating and monitoring supplier database.

Settle all utilities bills on monthly basis and maintain tracker.

Auditing involves versus supplier rates.

Focal person to resolve the compliance issues and clear all objection raise by finance department.

Prepare Framework Agreement.

Responsible for other general administrative support as required.

Assist to seek bids which support office operations & procurements.

Assist supervisor in organizing events, conducting local procurements and communicating with local vendors;

Organize & finalize meeting dates, appointments, locations, office cars and drivers, assisting with coordinating staff, and other logistical needs;

Assess staff performance and provide coaching and guidance to ensure maximum efficiency.

Maintain attendance and leave record of employees.

Prepare internal memo and addendum.

Manages overall internal and external recruitment process.

Manage and Update project files which include proposal, approved budget, consultant contract, enumerator's contract etc.

Manage and update employee’s personal files on monthly basis.

Maintain and update employee database.

3.Save the Children International - INGO

Worked as an Admin & Procurement Officer in Procurement and Logistics department

“March 2016 – January 2018”

Responsibilities

Managed all local and national procurement in compliance with the policy and procedures of SC/US.

Tracked all procurement requests, floated RFQ(s) according to the budget requirement, prepared bid analysis as per requirement, Issued PO, processed vendor payments after work completion, ensured every correspondence is documented and part of the order with approval. Manually maintained IPR register on daily basis. Actively participate in the procurement of Office / Administration supplies for example kitchen & janitorial supplies, internet services, IT supplies.

Entered manually and electronically all IPR(s) received in procurement department, and also updated and monitored Procurement tracker on daily basis. Tracked payment status with coordination of Finance department and closed the orders accordingly. Submitted Procurement Tracker to Supervisor on weekly basis.

Processed and accrued approvals for additional / exceeding amount from PO as per requirement. Streamlined and completed all documents according to PAF checklist for necessary approvals and submitted to Finance department for further process.

Performed regular market survey for prices of routine supplies and source new suppliers /service provider.

Assisted administration to maintain inventory / logistics records.

Maintained proper filling system and keep procurement records, i.e. original Purchase order bid Analysis, quotations, IPRs.

Resolves all discrepancies regarding payments of supplies or services.

Coordinate procurement committee meetings for approval/selection of suppliers/service providers.

4.Merlin – INGO

Working as a Procurement Officer in Procurement and Logistics Department

“August 2014 – Feb 2016

Responsibilities:

Responsible for maintaining the site’s non-medical activities including local procurement, vehicle and equipment maintenance and management in co-ordination with the Project Coordinator.

Maintaining and submitting logistical, financial and administrative reports as required and in conjunction with the Project Coordinator.

Responsible for stock control consistent with Merlin protocols and procedures.

Responsible for providing support to the Malaria Team based in Peshawar.

Responsible for reviewing Supply Requisitions received from Malaria Team.

Focal person for the procurement of Malaria Lab Reagents.

Arrange meetings with Malaria Project Officer regarding the sample evaluation of Malaria Lab reagents.

Coordinate for the arrangement of Lab facility to test the Malaria Lab Reagents and make sure the quality and standard should be according to the Malaria requirement.

Monitor supplier price and delivery dates.

Responsible for the current status of market regarding the procurement of medical equipment and continuously survey local market regarding the prices of supplies (medical equipment & medical consumable).

Initiate the purchase orders and expedite the delivery of the supplies.

Keep information accessible by sorting and filing documents.

Authorizes payment for purchase orders by forwarding receiving documents.

Ensure that communications with Merlin security focal point is maintained whenever needed in coordination with the Project Coordinator.

Ensure logistical systems and procedures are maintained and up to date in a timely fashion.

In the absence of the Senior Field Officer, prepare timely cash forecasting information for the project office and support this function at all other times.

Input into the daily, weekly and monthly Receipts, and helping to ensure these are sent to the project team in a timely manner.

To help train and support new staff members, including induction, security briefing and roles and responsibilities in procurement department.

Assist in translation where necessary for other team members.

5.Merlin- INGO

Working as a Procurement Assistant in Procurement and Logistics Department

“Feb 2014 – till July 2014”

Responsibilities:

To assist the procurement officer in carrying out all local procurement of supplies activities in International NGO’s Islamabad office.

Implement, follow and maintain International NGO procurement systems in order to reach the overall goal of 100% transparency and accountability of all purchase activities.

Support International NGO staff on developing supply / service procurement requests so that they contain the necessary information to enable accurate and timely procurement. If demands cannot be met, this must be clearly communicated to the requester and new terms negotiated.

Work in close cooperation with relevant departments / officers to plan future procurement and ensure the timely requisition of items in accordance with the Procurement plan.

Receive and handle all authorized supply requests for items to be procured and carry out procurement process as per International NGO procedures.

Update / inform all relevant staff on procurement orders status in a timely manner.

In the case of partial delivery of goods ensure that back orders are followed up and finalized in the shortest possible time.

Identify (possible) delays in ordering and make sure all issues are flagged with the line manager to ensure appropriate action can be taken.

Establish and maintain excellent relations with suppliers.

Liaise with field offices and ensure that all relevant specifications of supplies are stated.

Elaborate monthly procurement report for local procurement for submission to the line manager, to be included in monthly logistics report.

Follow up with the suppliers for deliveries.

File all procurement documents / files / folders, hardcopy & electronically, to ensure accurate tracking and documentation for audit purposes.

Provide the finance department and warehousing staff with the relevant documents required to receive items in the warehouse and to make payments to suppliers in a timely manner.

Establish, implement and continuously update detailed supplier, contractor and supplies’ prices databases for all related procurement at the county level.

Ensure all-order sheet is regularly updated and followed

Perform any other tasks as required by line manager or technical manager.

6.UNICEF (UN Agency)

Working as a Procurement Assistant in Supply & Logistics Department

‘’ May 2007 - December 2012”

Responsibilities:

Prepare exemption certificate and note verbal for offshore and PS supplies for submission of Ministry of Foreign Affairs and follow up.

Prepare custom clearance documents for the C&F agents and follow up with timely clearance from the port.

Draft PRQs to settle the payments with C&F agents.

Forward all shipping mg documents to NIH for vaccine shipments and coordinate for timely custom clearance.

Follow up with Govt. counterparts for the timely submission of VARs (vaccine Arrival report) and forwarding to UNICEF – Copenhagen.

Keep close liaison with UNICEF Supply Division (Copenhagen) and Government counterparts for their requirements on all PS vaccine supplies, vaccine schedules / ARV supplies, shipments, shipping documents for swift custom clearance.

Update PS monitoring table as well as Polio, Penta, and PCV vaccine monitoring sheets regarding shipment details.

Maintain manual and automated procurement files and records for all PS transactions and for PGM as required. Keep all the PGM files / PS files updated with necessary records in hard copies as well as scan copies.

For Procurement Services when required, draft local RFQ’s and bids including identifying local vendors for price quotation and prepare summary of bids.

Draft PS purchase orders for review & signature. Ensure distribution of signed Pos to all relevant partners.

Issue Release Order for release of supplies from UNICEF stores in Peshawar.

During the reporting period of Procurement Assistant, also perform duties as a team member of Flood Emergency Team..

During the Flood Emergency clear all offshore supplies through NDMA and Ministry of Foreign Affairs.

During the reporting period there were two Flood Emergencies, as a Procurement Assistant under the supervision of Chief of Supply & Logistics, and Senior Supply Officer, all tasks finished properly.

7.UNICEF (UN Agency)

Working as Supply Assistant in Supply & Logistics Department

“November 2005 – February 2006”

Responsibilities:

Conduct Market Survey, identify and recommend potential local suppliers.

Evaluate local supplier’s overall performance in the supervision of Senior Supply Officer.

Conduct Pre-delivery Inspection of locally procured items when required.

Work closely with UNICEF contracted inspection agencies to ensure quality product.

Screen inspection reports and share with concerned Program section.

Follow up with the suppliers for delivery of supplies up to end users.

Assist Supply Officer in the factory assessment process during visits of different factories.

Enter Supply data manually in Excel sheet and prepare PGM status report for all Program and distribute it to all concern section.

Prepare RFQ/ITB, cooperative statement, draft CRC submission as and when required.

Review Delivery Receipt (DR) to ensure that the consignment is delivered as per purchase order.

Assist the senior Supply Officer in updating the list of suppliers and identify alternative source if required.

Assist with assembling pouch material within the section for dispatch through registry.

Receive, screen, and routes correspondence, attach necessary background information and maintain Chrono and Trickle follow up system.

Assist with arranging appointments, receive visitors and receive telephone calls and respond to routine inquires.

Assist Sr. supply Officer in the opening of tender and evaluate samples.

Maintain and update the list of active and blacklisted suppliers.

Continuous follow up of supplies delivery in the warehouse or to the other consignee.

Draft Purchase orders when required.

Review draft Supply Requisitions (PGM) with regard to accuracy of specifications, availability of supplies, TAD, estimated price etc.

Prepare Security Clearance, TA for other staff members in Supply Emergency.

8.Preston University - Islamabad Campus

Working as a Receptionist & Program Assistant

July 1999 – May 2005

Responsibilities:

Handle all incoming calls, deliver information to foreign students about university on-going programs.

Receive and dispatch all official and personal mail as a Registry unit in charge.

Maintain a logbook of all incoming and outgoing mails.

Prepare personal call log sheet for finance department for deduction.

Always perform very active role and give support to staff members to organize workshops, training and any other annual student’s functions.

Arrange student’s personal files with complete data.

Manage campus transport for female students first time in the campus.

Coordinate female students and drivers regarding transport facility so that students easily avail this facility.

Maintain daily campus transport movement according to the student’s timetable as well as staff pick & drop point of view.

Perform very energetic role during the admission campaign.

In the absence of any staff member on the fee counter, also take care of fee counter.

Also coordinate permanent and visiting faculty members regarding timetable, student attendance, submission of Paper and results, lecture hours, schedule regular classes etc.

Inform all the students telephonically if there is any change in the timetable or routine classes.

Coordinate all general staff regarding the maintenance and management of the campus.

9.Elixir Technologies Pakistan (Pvt) Ltd.(US based software company)

Working as Admin Assistant / Receptionist

May 1996 – May 1999

Responsibilities:

Monitoring of all visitors to the office, assisting all visitors by providing direction and accurate information related to the office.

Maintain and update HR related files including employee’s personal files.

Arrange travelling, boarding, and logging of staff and company guests.

Preparing correspondence and reports related to registry activities.

Collect updated software companies’ information for sharing of other staff members.

Maintain daily attendance register and coordinate employees in different tasks.

Receiving all incoming calls, messages and transfer to relevant staff and connect international calls asked by staff.

Issuing stationery to the staff on a weekly basis and maintaining its inventory.

Preparing timesheet of all support staff.

Maintaining and updating staff contact list.

Maintain a logbook of in & out for the visitors.

Make arrangements for all staff to have lunch on daily basis.

Reservation of conference and meeting hall.

Receiving the visitor access request from staff and maintain the record for office use.

Supervises, leads guides and supports the cleaner/Helper and cook.

Provide information about programs and services, as requested and appropriate.

Keep guidelines and procedures while performing any of the mentioned responsibilities.

Keep close contact with the courier services for safe and fast delivery of mail to the field offices.

Supervise the office stationery store, including ordering and distribution of stationery supplies and basic office equipment in coordination.

Manage petty cash for kitchen.

Keep records of all visitors taking meal and charge them on daily basis for food.

Perform other duties, as needed, or requested.

Other Skills:

Ability to manage teamwork.

Flexibility and capacity to work in different parts of the organization.

Capable of overcoming crises in limited time.

Have can do attitude.

Office Equipment Used:

Photocopier

Fax

Computer / Laptop / Scanner

Telephone Exchange (PABX)

Strengths:

Result oriented person, manage workload in normal as well as in stress environment.

Good quality to develop & maintain multitasks and flexible in my duties, and also help others to maintain the same.

Problem solving and decision-making abilities.

Acting as a cooperative team member and facilitate teamwork.

Deliver multiple tasks during earthquake: IDPs and flood affective relieve programs in various cities in Pakistan.

References:

Javed Naz

Sr. Supply Assistant

UNICEF (UN Agency)

Email: **********@*****.***

Mobile: 030*-*******

Khurram Sohail Mughal

Sr. Logistics Officer

Save the Children

Email: *********@*********.***

Mobile: 034*-*******

Mr. Zamin Khan

Procurement Officer

CARE International In Pakistan

Email: *****.****@****.***

Mobile: 92 333 85848

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