Administration and Procurement Operations

Ensure competent quality execution of all regular purchasing duties and administrative works.
Maintain complete updated purchasing records/data and pricing in the system
Prepare reports and summarize data.
Schedule store visits and conduct competitor survey.
Coordinate with user departments and supplier in the purchasing scope of work for projects assigned.
Assist in managing and following up orders.
Handling and monitoring of claims to factories and vendors for defectives, shortage, missing parts.
Support relevant departments with quotations for the purpose of tenders.
Coordinate with suppliers to ensure on-time delivery.
Responsible for the preparation and process purchase orders and documents in accordance.
Monitor and co-ordinate deliveries of items between suppliers to ensure that all items are delivery.
Source, select and negotiate for the best purchase package in terms of quality, price, terms, deliveries and services with suppliers.
Negotiate for best purchasing package (in terms of quality, price, term, delivery and service) with suppliers.
Purchase and issue order in accordance to specification.
Business contracts and agreement management.

To coordinate with District TB Coordinator, Regional Coordinator, District Lab Supervisor, Private Healthcare Facilities and Private Labs for effective implementation of the TB-DOTS under PPM project.
Responsible for carrying out district mapping exercise in consultation with the district health department (Executive District Officer-Health (EDO-H)/District Health Officer (DHO)/ and District TB Coordinator (DTC) under guidance of the Regional Coordinator.
Timely submission of monthly work plan, monthly progress report, and quarterly TB Recording and reporting (R&R) tools after endorsement from district health authorities.
To conduct regular visits of selected private health facilities and labs to ensure proper recording of TB R&R tools.
Timely supply of anti TB drugs, labs reagents, chemical and registration of TB cases To do contact screening of the bacteriologically positive case on regular basis.
To support health facility staff in maintaining anti-TB drug stock To develop regular follow up mechanism for the identification of TB suspects, MDR suspects and registration of new smear positive cases.
Responsible for the implementation of the PPM activities in the field in close coordination of district health authorities and in support of the Regional Coordinator.
Responsible for maintaining chronological record (programmatic and financial) including activity photographs, minutes of meetings and field monitoring reports etc. of all the field activities at district level.
Responsible for submission of programmatic and financial record to regional office of all field activities on monthly basis in line with the NFM Operational Guidelines.
Conduct professionally and personally in such a manner so as to bring credit to (name of SR) and in no way jeopardizing its humanitarian efforts.
To support and facilitate supervisory visits from the national, provincial and district level.

Conducted /arranged trainings for the public & private health staff as per ACD SOP’s.
Maintained AMD’s stock at district store and at facilities level.
Record keeping of stock in stock register and in ACD database.
Hiring of private vehicles for program activities.
Monitoring of BCC sessions.
Monitoring of Health Facilities.
Warehouse Management.
Maintained Bin Cards and district store and at 70 health facilities in district Kohat.
Procurement of supplies required for trainings and for district office.
Coordination with DHO Kohat and DMU In charge.
Maintained and ensured office and field security for safe and smooth project activities.
Track the deliveries to ensure that it arrives at its destination.
Maintain accurate records, hard copy and electronic documents, complete order forms and special requests.
Establish and maintain a credible complaints and feedback system at the distribution centers.
Assist the Distribution Center Supervisors and project staff in carrying out the daily activities.
Liaison with relevant authorities and communities at field level.
Look after all the assets of organization.
Strong coordination with Govt, NGOs & community.

Provide administration support.
Generate purchase orders and GRN’s.
Collect quotations and prepare bid summary analysis.
Prepare meeting minutes of purchase committee meetings.
Facilitate program and support staff, generate contracts, TOR’s, prepare salary sheets and off day duty claims.
Prepare vehicle root plan and follow security instructions.
Monitoring all HR related Functions.
Ensure that office premises are clean, equipments, vehicles and furniture and office accessories are in working condition and maintained.
Ensure that vehicle logbook is properly maintained and on daily basis.
Ensure that Organization resources are effectively utilized.
Ensure that the staff is signing attendance register on daily basis.
Ensure that the staff is signing attendance register on daily basis.
Supervising, providing guidance, feedback and facilitation to own staff.
Ensure that all policies and manuals are practiced.
Practicing participatory and transparent decision making with the team.
Ensure team work and to involve the support staff.
Ensure effective interpersonal relations among their team and solve conflicts in time.
Providing equal opportunities to male and female.
Developing and keeping a positive, friendly, gender sensitive and learning atmosphere within Organization.
Acting as role model and to practice the values of Organization.
Arranging and organizing staff pick and drop on daily basis.
Arranging food and tea for the staff and guests on daily basis.
Arranging food, stationery during workshops and trainings at regional level.
Making outstation travel arrangement for staff training and meetings.
Making vehicle arrangement for staff field visits according to the plan.

To be aware of the security situation in the concerned area, inform the management and make alternative arrangements for staff visits or otherwise in coordination with RM.