Admin and Procurement Officer

Role overview:

We are looking for a highly motivated individual with outstanding credentials with experience in procurement and office administration. The individual will be responsible for the procurement process for the project and for other associated administrative duties.

The incumbent should have excellent communications skills, be able to function independently, be self-motivated, and can thrive in a challenging multi organizational environment. We place great value on relevant personal qualities: resourcefulness, responsibility, tenacity, energy, and work ethic. The ideal candidate is expected to be innovative, strong decision-makers with eye for detail, be able to assiduously manage funds for procurement whilst adhering to the highest compliance standards and stringent reporting requirements. He/She should be able to provide accurate insight into the current portfolio of procurement to ensure minimum disruption to project activities. The Admin and Procurement Officer will report directly to Finance Lead- Global Fund and will be based at Delhi.

Responsibilities:

Procurement and contracts

• End-to-end responsibility for all project procurements and support the team on relevant processes [Request for Proposals (RFP) and Request for Quotations (RFQ], firming up the bid evaluation criteria as per norms & other competitive procurement tools to ensure that all the processes are in line with policies and procedures
• Support / Assist team in procuring goods or services in accordance with the project workplan and lead times
• Assist in co-ordinating pre bid conference for specified goods / services
• Ensure procurement processes adhere to the highest standards of fair, open, ethical procurement whilst adhering to value for money principles and in accordance with the specified budgets and policies
• Receive proposal/quotations, prepare analysis and support procurement panel members with preparation of evaluation score sheets and finalization of agency
• Prepare selection memos, purchase orders with complete documents as per policy; ensure approvals and documents are in order and track Purchase Orders and Work orders
• Update and review of vendor database periodically to ensure quality services
• Ensure timely dispatch of materials at various locations and ensure regular supply chain
• Coordinate the pre-shipment and post-shipment inspections as required
• Verify and process invoices related to purchase orders for all contracts electronically as well as in physical copy and maintain the database of executed contracts and update head office
• Assist Finance Lead by providing required documents for audit and support contract and grant management tasks as requested.

Administrative

• Plan, execute and manage the logistical arrangements for programmatic meetings and managing communications related to it with headquarters including security and emergencies etc.
• Maintain a tracking system for all travel domestic and international including process & follow up on visa applications of staff when on official travel
• Maintain office files and tracking systems for all procurements
• Review and verify invoices from vendors, project state office and submit to finance with all supporting documents for processing.
• Provide administrative and program support to operations, finance, technical, administrative and procurement senior staff.
• Maintain asset records and ensuring timely verification
• Provide support during donor’s visits, internal/statutory and project audits
• Track administration related bills, due dates, collection, and verification of bills, making payments and vouchers preparation etc.
• Ensure adherence and follow-ups to implementation of organizational policies and procedures, donor and statutory requirements.

Qualifications:

• Bachelor’s and/or Master’s degree in business administration, or related field preferred.
• 7 to 12 years of relevant work experience in similar organisational/functional context.
• Computer literate with demonstrated proficiency and advanced hands‐on experience in procurement and admin.
• Experience and knowledge of financial and procurement management processes and procedures.
• Proven ability to handle multiple and conflicting priorities, and work under strict deadlines – advanced ability to self-manage.
• Wiling to travel in project geographies, approximately 20% of the time