Procurement Officer

This position is being recruited by Pakistan Single Window (PSW) on behalf of the National Agri-Trade and Food Safety Authority (NAFSA). NAFSA is being established as a strategic national initiative to strengthen Pakistan’s agri-trade ecosystem through enhanced regulatory oversight, facilitation, and modernization of food safety and trade processes. The selected candidate will be part of NAFSA’s foundational team, contributing to the development of systems, processes, and institutional capabilities.

Responsibilities:

• Support day-to-day procurement processing by coordinating requisitions, preparing file notes, maintaining procurement trackers, and ensuring completeness of documentation in line with applicable procurement rules and NAFSA SOPs.

• Assist in preparation and issuance of RFQs/RFPs and bidding documents, including compilation of specifications/SOWs received from user departments and ensuring required approvals are in place prior to solicitation.

• Coordinate vendor communications including clarification requests, bid/quote receipt confirmations, and circulation of addenda where applicable, ensuring transparency and consistent communication protocols.

• Support bid opening arrangements and documentation including bid opening minutes, attendance sheets, bid receipt registers, and secure filing of bids/quotations.

• Assist in evaluation support paperwork by preparing comparative statements, compiling evaluation sheets, maintaining evaluation documentation, and supporting preparation of award recommendation documentation under supervision.

• Maintain procurement files and registers (solicitation documents, bids/quotes, approvals, evaluation records, contracts/POs, correspondence) ensuring traceability, version control, and audit readiness.

• Track procurement cycle timelines and follow up on deliveries, inspection/acceptance documentation, and completion of file close-out requirements (GRNs, handover notes, warranty documents, etc.).

• Support contract documentation management including maintaining vendor performance records, delivery compliance logs, and documentation of issues/escalations for management review.

• Coordinate with Accounts for timely invoice processing by ensuring availability of procurement evidence (PO/contract, delivery/acceptance confirmations, etc.) and resolving documentation gaps.

• Perform any other duties assigned by the Assistant Director (Procurement) consistent with NAFSA’s mandate.

Requirements

Education:

- Bachelor’s (Minimum sixteen years) in Business/Supply Chain/Finance or related discipline.

Experience

• Minimum 2 years of relevant procurement experience.

• Strong documentation and coordination skills; integrity.

• Basic knowledge of procurement rules and processes (preferred).

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