Terms of Reference

Background: 

The Centre for Peace and Development Initiatives, Pakistan (CPDI) is an independent, non-partisan and a not-for-profit civil society organization working on issues of peace and development in Pakistan. It is registered under section 42 of the Companies Act, 2017. Citizen Engagement Program is a 5 Year project that aims to strengthen effectiveness of citizen-led interventions; and improve government responsiveness to citizens’ concerns in context to building resilient communities and Disaster Mitigation in South Punjab and North Sindh.

Roles and Responsibilities: 

Specific tasks of the Procurement Officer include, but are not limited to:

• Under the guidance of the director finance and admin, coordinate with the program officers to identify suitable vendors and collect price quotes. Assist the project operations team in documenting office supply inventories and maintaining working relationships with appropriate vendors.
• Prepare annual procurement plans
• Prepare Request for Quotations (RFQs)/Request for Proposals (RFPs), negotiation memos, justification memos, and receipt of quotations/proposals, bids or proposals, procurement committee meetings, their evaluation, negotiation of certain conditions of subcontracts/POs in full compliance with USAID rules and regulations.
• Ensure internal & External Audit (including Donor) points have been incorporated in the procurement process and all the formats fulfill the donor requirements.
• Ensure backup of all the procurement related documents in hard and soft forms are in orderly placed, ready to represent any time, review and spot checks over it.
• Plan and coordinate events across the country in accordance with USAID guidelines.
• Manage staff boarding and lodging arrangements.
• Select and negotiate with suppliers for hotel bookings, car rentals, and air travel agents.
• Organize logistics, such as venues, transportation, accommodations, and catering, for events of various sizes and types, including conferences, workshops, seminars, and training sessions.
• Work closely with program staff, partners, vendors, and other stakeholders to ensure the smooth execution of events and the achievement of program goals.
• Prepare event budgets, timelines, agendas, and other planning documents as needed.
• Manage event registration, communication, and evaluation processes, using different tools and platforms as appropriate.
• Travel to event sites as required, to oversee the event arrangements and handle any issues or emergencies that may arise.
• Maintain an effective filing system (hard and soft) and update different trackers as required by the project.
• Deliver adequate and timely procurement and logistical support to the technical team, as needed.
• Resolve day-to-day procurement/subcontract issues and ensure timely supply/services from vendors/subcontractors and their payment.
• Take timely corrective actions on subcontracts/POs with budget check errors, schedules, and other problems.
• Generate different procurement/subcontract management reports as needed.
• Ensure implementation of procurement/operational strategies focusing on achievement of results.
• Perform other duties as required or assigned by the, DFA, or the PMU that are consistent with the qualifications, scope of work, and general requirements of CPDI.
• Conduct all business in a manner that respects local culture.
• Always maintain high ethical standards, avoiding any actual or perceived conflicts of interest.
• Abide by all local laws, USAID regulations, and US Embassy/USAID project directives.

Required Qualification and Skills: 

• Bachelor’s degree in supply chain management, business administration, or other related equivalent field.
• At least 4 years of experience in procurement and logistics management.
• Previous experience of USAID-funded projects will be preferred.
• Demonstrated understanding of USAID procurement and logistics regulations and procedures will be preferred.
• Strong communication and negotiation skills.
• Excellent analytical and problem-solving skills.
• Attention to detail and ability to manage multiple tasks and priorities.
• Computer literate in Microsoft Office (including Word, Excel and PowerPoint) is necessary.
• Strong commitment to CPDI’s values including integrity.
• Ability to foster and demonstrate a workplace inclusive of creating opportunity, serving others, building trust, innovation, and exceeding expectations
• Fluency in English and Urdu required

How to Apply: 

• Visit the Bright Spyre Page on the link below. The last date of application is Dec 03, 2023.
• Please mention the post applied for in the subject line.
• Please do not attach your degrees or any other supporting documents.
• CPDI has a policy of not sharing the data of applicants with any other agency.

Special Note: 

• CPDI is a non-smoking area. Smoking is not allowed in covered areas of CPDI offices, inside CPDI official vehicles, during the proceedings of any seminars, conferences or meetings conducted by CPDI or where any employee is representing CPDI.
• CPDI has a zero-tolerance policy towards financial corruption, moral turpitude and sexual harassment.
• CPDI has a non-discrimination policy on the basis of race, language, color, and religion.
• CPDI has the policy to disqualify the applicants who try to influence the shortlisting/interview committee during the process of recruitment.
• As a socially responsible organization, CPDI strives to maintain a plastic-free environment at its offices and during field activities.