1. Background

The Procurement Coordinator will ensure efficient and transparent procurement processes in compliance with organizational policies and donor requirements.

2. Purpose of the Role

The Procurement Coordinator will oversee procurement activities, manage vendor relationships, and ensure timely acquisition of goods and services while maintaining cost-effectiveness and accountability.

3. Key Responsibilities

A. Procurement Planning & Management

• Develop and implement procurement plans in line with project budgets and timelines.
• Prepare Requests for Quotations (RFQs), Invitations to Bid (ITBs), and tender documents.
• Conduct market surveys to identify reliable suppliers and ensure value for money.
• Review purchase requisitions and ensure compliance with AGAHE policies and donor regulations.

B. Vendor Management

• Maintain a pre-qualified supplier database and conduct regular performance evaluations.
• Negotiate contracts, terms, and pricing with vendors to secure favorable deals.
• Resolve disputes with suppliers regarding quality, delivery, or payments.

C. Compliance & Documentation

• Ensure all procurement processes adhere to AGAHE’s policies, donor guidelines, and local laws.
• Maintain accurate procurement records, including bids, contracts, and delivery notes.
• Prepare procurement reports for management and donor review.

D. Logistics & Inventory Coordination

• Liaise with logistics teams to ensure timely delivery of goods and services.
• Monitor inventory levels and coordinate stock replenishment as needed.
• Ensure proper storage and distribution of procured items.

E. Capacity Building & Coordination

• Train staff in procurement procedures and compliance requirements.
• Collaborate with finance, program, and admin teams to streamline procurement workflows.
• Participate in audits and address procurement-related queries.

4. Qualifications & Experience

• Education: Bachelor’s degree in supply chain management, Business Administration, or related field.
• Experience: Minimum 3-5 years in procurement, preferably in NGOs/INGOs.

Skills:

• Strong negotiation and vendor management skills.
• Proficiency in procurement software and MS Office.
• Knowledge of donor regulations (e.g., USAID, EU, UN).
• Excellent organizational and communication skills.

Languages: Fluency in English & Urdu  (Writing, Speaking)