Assistant Manager, Department of Community Health Sciences
Location
Karachi, Pakistan
Introduction
Aga Khan University chartered in 1983 as Pakistan's first private international university, is committed to the provision of education, research, and health care of international standards relevant to Pakistan and the region. The affiliated Aga Khan University Hospital provides state-of-the-art clinical facilities and well-equipped diagnostic services. The University currently has teaching sites in Pakistan, East Africa, the United Kingdom, and Afghanistan, and is a major component of Aga Khan Development Network.
As an equal opportunity employer, AKU believes in promoting a diverse and inclusive culture and is committed to adopt appropriate standards for safeguarding and promoting a respectful relationship with and between diverse workforce of its faculty, staff, trainees, volunteers, beneficiaries, wider communities, and other stakeholders with whom it works, including children and vulnerable adults and expects all employees/trainees and partners to share this commitment.
The Department of Community Health Sciences (CHS) is the leading unit of its type in Pakistan, recognized regionally and internationally for the relevance, quality, and extent of its work in support of public health and the development of primary health care systems. It comprises of five major operational sections: Epidemiology & biostatistics, Health policy & management, Population & reproductive health, Environmental health & climate change, and non-communicable diseases & mental health.
This is a grant funded contractual position.
Responsibilities:
You will be responsible to:
- manage end-to-end procurement activities for departmental operations, research grants, and academic programs
- coordinate procurement planning with faculty, Principal Investigators, project teams, and administrative staff to ensure the timely availability of goods and services
- review procurement requests for completeness, budget availability, and compliance with institutional and donor requirements
- serve as the primary departmental focal point with the centralized Procurement Office, coordinating procurement requests through to approvals, purchase orders, delivery, and payment
- prepare and submit procurement documentation in accordance with AKU procurement procedures and maintain complete, audit-ready procurement records, including quotations, approvals, purchase orders, contracts, and supporting documentation
- obtain quotations, support competitive sourcing processes, and negotiate pricing, delivery schedules, and commercial terms in compliance with institutional policies
- facilitate the preparation, review, execution, renewal, and monitoring of vendor agreements, service contracts, and purchase-related documentation in coordination with Procurement, Legal, Finance, and other relevant departments
- monitor vendor performance, procurement timelines, pending deliveries, and resolve procurement-related issues and discrepancies to ensure timely completion
- coordinate procurement activities for donor-funded research projects in compliance with donor regulations, institutional policies, and grant requirements
- coordinate the procurement of goods and services for workshops, conferences, seminars, training sessions, and other departmental events, including venue-related materials, catering, printing, promotional items, and audio-visual equipment
- coordinate with relevant departments for the receipt, verification, storage, distribution, and payment processing of procured goods and services
- support internal and external audits by providing procurement documentation and ensuring compliance with AKU policies, financial procedures, and applicable regulations
- prepare periodic procurement reports, monitor procurement performance indicators, and recommend process improvements to enhance efficiency, service delivery
- supervise the administrative team through effective task allocation and rotation to ensure smooth departmental operations.
maintain accurate records of departmental fixed assets, inventory, and related documentation to ensure accountability and audit readiness - manage departmental petty cash in accordance with institutional financial policies
- prepare and maintain Requests for Payment (RFPs) and coordinate with Finance to ensure timely processing of vendor payments
- oversee the scheduling and management of classrooms, tutorial rooms, meeting spaces, and other departmental facilities
- coordinate onboarding and orientation logistics for new departmental staff and faculty, including workstation setup, system access, and related administrative arrangements.
