JOB SUMMARY

The main mandate of this position is to assist in planning, supervising, and monitoring all activities related to the procurement of goods, supplies, and equipment containers from international sources. Ensures procurement process of international purchases comply with SSGCL procurement policies and PPRA Rules & regulations.

JOB RESPONSIBILITIES

1. Assist in the implementation of policies and procedures applicable to the procurement function in general and specifically to imports.
 
2. Assist Supervisor in implementation of procurement plans/schedules in coordination with respective user department for international procurement.
 
3. Assist Supervisor in ensuring that quantity requirements and specifications of goods ordered are as per agreed specifications of the users, and in case of deviations or amendments, assist in arranging for obtaining concurrence of the competent authority and the concerned department before incorporating changes as per the previous contract.
 
4. Prepare for tender announcements as per SSGCL policy and PPRA’s rules and regulations.
 
5. Assist Supervisor in reviewing technical and financial evaluations of bids received from suppliers and ensure bids are received according to schedules as prescribed by PPRA and prepare statements prepared on evaluations and send them to the concerned user department for further evaluations.
 
6. Coordinate with user department in matters relating to finalization of contracts with selected bidders, negotiate terms with suppliers’ representatives in the light of directives of senior management, and exercise control over the issuance of purchase order.
 
7. Assist in coordination with the Finance Department in matters relating to effecting payments for foreign payments and relating to Letter of Credit.
8. Supervise real time tracking data of imports and ensure effective utilization of digitization module.
Ensure accurate reports are generated from module for review by senior management. 
9. Assist Supervisor in obtaining shipment status and align concerned departments of SSGCL for expeditious clearance and delivery of consignment to the consignee in coordination with Shipping Head.
 
10. Maintain supplier’s database and update periodically.
Ensure that all information related to imports (suppliers) and vendor management is timely provided to all concerned.
11. Properly maintain and update register for bills, Bid Bonds and Performance Bonds.
12. Assist Supervisor in ensuring that prescribed procedures and rules are followed pertaining to processing of invoices received from suppliers and prepare revenue and capital budgets for the section in coordination with Accounts Department.
 
13. Facilitate immediate supervisor in handling queries/observations relating to government or regulatory body audits.
Prepare a response draft on audit observations with proof of documents on a timely basis. 
14. Comply with the risk management framework.
15. Participate actively in risk management activities across the organization.
16. Ensure that key risks are identified, reported, recorded, and managed in a timely manner.
17. Receive appropriate training in risk management.
18. Undertake any other assignment as instructed by immediate supervisor.
Undertake any other assignment as instructed by immediate supervisor.