Regional Manager- Procurement and Administration

The Procurement and Administration Manager will deal with every aspect of operations related to Procurement & General Administration. S/he holds specific responsibility to provide support in all tasks including procurement, office administration & management, asset management, MIS, Compliances etc.

KEY ROLES & RESPONSIBILITIES:

1.Procurement management:

•Assist in preparing procurement plans.

•Vendor analysis and Empanelment of vendors.

•Processing of procurement requests and issue of Purchase Orders.

•Assist Regional Director in revisiting procurement policies periodically and ensuring their strict compliance.

•Purchase order follow-up, ensuring smooth supplies, quality checks, and settlement of vendors.

•Supporting the Regional Director for all the rent renewals and hiring of any new office premises.

•Ensure all organizational assets including equipment, and other fixed assets in all offices are

insured at all times

•Support and coordinate for travel/tickets, cab/taxi and stay arrangements of Project staff and visitors as per travel request raised.

•Events management and administrative support to all meetings/conferences and official receptions.

•Negotiate the best rates and deals available in the markets for travel and lodging.

2. Office Administration:

•Ensuring day-to-day office arrangements.

•Ensure compliance of in-office statutes & reporting as per National Office guidelines (POSH, Safety, Hygiene, Inclusive workspace)

•Support in attendance & event management in the office premises as per National Office guidelines.

•To organize office filing systems, maintenance of inward-outwards registers, receipts, and dispatches of correspondence.

•Ensure proper maintenance of office property which includes building, office furniture and

equipment, computers etc. through regular monitoring and upkeep.

•Maintaining records of all movable & immovable assets at central and state offices and ensuring assets register and asset numbering is up to date.

•To supervise and monitor the working of Admin officer as well as housekeeping staff

•Assist in framing of office policies and application of Administrative Instructions, rules and regulations.

•Supervise maintenance of petty cash.

Any other tasks assigned by Director (Finance & Admin)

KEY QUALIFICATIONS, SKILLS AND EXPERIENCE:

•Graduate/Post Graduate with a minimum 5 year of work experience in Procurements / General Administration is Essential. Candidates with MBA qualification shall be preferred.

•Sound knowledge and prior experience in procurement and administration in social sector.

•At least 2 years of relevant experience in NGO environment.

•Good analytical skills & knowledge.

•Good interpersonal and communication skills (both oral and written)

•Ability to work without close supervision or should be self-driven.

KEY COMPETENCIES:

•Strong personal demonstrable commitment to “serve” those who are underprivileged.

•High personal Integrity.

•Strong PowerPoint presentation design & delivery skills.

•Excellent English skills –written and verbal.

•Demonstrated excellence in time management, multi-tasking and problem-solving ability.

•Adaptability, flexibility, and openness to feedback.

•Ability to deliver under pressure and work on tight deadlines.

•Ability to work in fast changing environment and continuously evolving needs.

•Strong team playing skills.

• "Can do” attitude.

•Ability to work independently with large volumes of data with initiative.

•Ability to work with across teams and supervisors.

•Ability to respond positively to feedback.

•Ability to respect diverse point of views.