Pakistan: Logistic & Procurement Assistant

Title of Position: Logistic & Procurement Assistant

Duty Station: Islamabad/Pakistan, with travels to field areas on required basis

Contract Period: 9 months, 1 July 2016 – 31 March 2017

Starting Date: 18 July 2016

Background

Democracy Reporting International (DRI) is a nonpartisan, independent, not-for-profit international organization registered in Berlin, Germany, which promotes political participation of citizens, accountability of state bodies and the development of democratic institutions world-wide. DRI has been active in Pakistan since 2010 and is working with the legislature and civil society organisations at the federal and provincial levels.

Subject to funding, DRI is going to launch “Supporting Electoral and Parliamentary Reforms in Pakistan” aims to support Pakistan’s elected institutions at the national and provincial levels to become a source of democratic stability and effectively exert their oversight, legislative and representation functions with improved participation of women, youth, and minorities in electoral and democratic processes. The project will consist of a series of consultations, capacity-building activities and advocacy events with an expected duration of 9 months.

DRI is recruiting a Logistic & Procurement Assistant to support the implementation of the project. S/he will work under the direct supervision of the Head of Finance and Administration and will more specificallybe responsible for the following tasks:

Procurement & Logistics:

· Prepare all necessary documentation for procurement of goods and services in accordance with Donor rules and regulations and DRI Procurement Guidelines, including Request for Quotation (RFQ), Invitation to Bid (ITB), Request for Proposal (RFP contracts or any other documents as needed;

· Maintain database of suppliers/service providers and records on procurement processes;

· Update of inventory list with details of procurement (date, vendor, value, others);

· Prepare documentation on complete procurement cycles and maintain an archive of all procurement cases with supporting documentation;

· Provide logistical support (hotel reservation, travel arrangements, including visas, tickets, etc.) in close coordination with Head of Finance & Administration;

· Project vehicles operation and maintenance and supervision of drivers;

· Assist the Head of Finance & Admininstration in processing local purchases and reconciliation of financial reports,

· Act as a focal person for receiving communication on the procurement;

· Perform other duties as required.

General Administration:

· Assist the Head of Finance & Administration in routine matters related to administration of the project and project office;

· Act as the main responsible person for the day to day administration of the office, including inventory management, office supplies, office building repairs, and timely payment of bills;

· Assist in distribution of publications and other program materials;

· Maintain record of training and briefing materials, including agendas, invitations, participant lists, evaluations and reports and related administrative records;

· Organize materials for workshops/events;

· Undertake other duties assigned by Senior Program staff/ Country Representative.

Required Qualification & Experience:

· Bachelor’s degree in business, logistics or any other relevant field

· At least 3 years of relevant work experience in the field of procurement and logistics

· Preferably work experience with an international NGO and donor funded projects;

· Excellent organizational and communication skills, including good drafting skills;

· Excellent command on English language (oral and written)

· Very good Urdu proficiency (oral and written)

· Profound computer skills including MS Office (data base management, Google drive, drop box, and others).

Deadline for applications: 8 July 2016

For interested applicants, please send your application (cover letter and CV) to asia@democracy-reporting.org with “Logistic & Procurement Assistant (Pakistan)” as the subject heading and supporting documents in the following format: SURNAME_FIRSTNAME_LogisticAssistant

Early applications are encouraged as candidates may be invited to interview before the deadline. Recruitment may close before the deadline if an applicant is found. Only successful candidates will be contacted for an interview. The award of the contract is contingent on funding for this project.