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Coordinator - Procurement & Admin

Rajasthan (India)

  • Organization: Save the Children
  • Location: Rajasthan (India)
  • Grade: Mid level - Internationally recruited position
  • Occupational Groups:
    • Human Resources
    • Operations and Administrations
    • Procurement
    • Managerial positions
  • Closing Date: 2019-12-09

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Job id : 134652 Apply by: 09 Dec 2019 Relevant Sectors Administration, HR, Management, Accounting/Finance Fundraising, Business Development, Grants Writer
Job Title
Coordinator - Procurement & Admin
Grade
H
Department
Admin & Procurement
Reporting to
Head/Senior Manager – Project Office
Location
Rajasthan
Contract
Regular
Email id to send applications
Last date to send applications
9th December 2019
Job Code
C-PA (Its mandatory to mention the job code in the subject line. Applications without job code will not be accepted)
Job DESCRIPTION
Background:
Save the Children is a global non-profit organisation which was founded in the year 1919. It is India's leading independent child rights NGO – with offices in 12 states of India. Save the Children believes that every child deserves the best chance for a bright future and that’s why we are committed towards ensuring that children survive, learn and thrive. We run programmes in the remotest corners of India and urban areas in the areas of Health & Nutrition, Education, Child Protection and Humanitarian Response, in order to provide quality education and healthcare, protection from harm and abuse and life-saving aid during emergencies to children. Globally, Save the Children is present in more than 120 countries and works to improve the lives of the most vulnerable children.
Function:
The Operations function oversees the overall operations within the organisation including Finance, Awards Management, Technology and Procurement & Administration. The Finance & Accounts team and the Grant Management team are sub-functions under Finance which are responsible for maintenance of books of accounts Financial reporting both internal and external, financial system control, statutory and regulatory compliance, proper utilisation of funds and for the organization, timely reporting to the donors along with managing the grants received from donors. The Programme Hub will support a cluster of states within the hubs i.e. North (Delhi, Uttar Pradesh, Jammu & Kashmir), East (Bihar, Jharkhand, West Bengal, Assam), West (Rajasthan, Maharashtra, Madhya Pradesh), South (Andhra Pradesh, Telangana, Kerala, Karnataka, Tamil Nadu)
Role & responsibilities:
Admin:
  • Ticketing and Travel Visa support, Air, Train and vehicle bookings with closure of transaction
  • Asset Management: Participate and engage in acquisition, maintenance, Leasing, acquiring, AMC's, Disposals, coordinate with finance for updating of records
  • Meetings and Conferences: Conceptualize, identify, facilitate, execute all meetings and conferences
  • Relevant Admin/Procurement voucher, bill submission. Maintenance of rosters/registers
Procurement:
  • Vendor Management: Vendor development and Capacity Building, Product categorization, Long Term and Frame work Agreements as per products - Empanelment - Normal and Humanitarian supplies
  • Procurement of Goods and Services: Guide and adhere to Procurement plans, ensure transactions as per SOP, interface between state and vendors, Close transactions with Efficiency & accuracy from Vendor and Audit perspective
  • Facilitate and monitor for budgeting and spends
  • Vendor ID process and spot checking
Safety & Security (S&S)
  • Ensure and support implementation of the common approaches under the theme
  • Orientation on S&S
  • Act as the Focal Person for S&S, CSP, Code of Conduct, Advisories and reporting’s- Routine and Context Specific and Humanitarian
Supply Chain & Logistics
  • Contribute to help facilitate and lend technical assistance in Warehousing, transportation for goods and Insurances of goods
Training/Monitoring/Evaluation
  • Implement Procurement automation
  • Implement processes in adherence to the Manual
  • Help Guide and Handhold partners on critical procurements
  • Monitor all procurements are as per Plan, spends and requests
  • Evaluate transactions vis-à-vis vendors and partners
  • MIS generation, Verification and Reporting
  • Review all transactions on quarterly basis with cross functional representation
  • Build a strong relationship in formation and strengthening bonds towards realization of goals and objectives of the organisation
  • Cross functional collaboration: Collaborate with cross sectoral teams at National, Hub and Project offices for necessary synergies and alignment
  • Lead regular monitoring and review of activities in alignment with strategic priorities and as per the indicators agreed and provide feedback to HUB Admin & Procurement Lead
  • Provide technical support in implementing safeguarding practices across the programs
Measures of Performance:
  • Develop indicators in line with Admin and Procurement with common approaches as per SCI's guidelines
  • Imply technical inputs to State teams as per the quality framework
  • Ensure strategic directions to state teams
Approval Authority:
Technical collaboration and partnership within the state
For authority on budgetary and similar matters scheme of delegation is a must
Reporting:
  • Direct (solid-line) to (administrative): State Lead
  • Matrix (dotted-line) to (functional): HUB Admin & Procurement Lead
  • Direct reports (line management responsibility if any): State Admin and Procurement staff
Key relationships: (Internal & External stakeholders)
Internal Stakeholders (collaborates with):
  • HUB Admin and Procurement Team
  • Cross thematic and cross-functional lead at Hub
External Stakeholders:
NIL
 
Candidate specification:

 
 
Essential
(Required)
Desirable
(Asset)
Experience
Minimum 3 years of experience in procurement for NGO’s/Corporate organisations
 
Qualifications
Bachelor’s degree in commercial function.
 
Skills & Knowledge
Technical:
  • Analytical ability and proficiency in supply chain and inventory management
  • Outstanding negotiation skills.
  • Excellent customer service skills
  • Strong excel knowledge
Behavioural : (Refer to Competency framework – select up to 5 key or relevant competencies for this role)
  • Problem Solving and Decision-making
  • Innovating and Adapting
  • Applying Technical & Professional Expertise
  • Networking
  • Communicating with Impact
  • Working Effectively with Others
  • Developing Self and Others
  • Delivering Results
  • Leading and Inspiring Others
 
  •  Commitment to and understanding of Save the Children’s aims, values, and principles is essential along with the willingness to abide by Save the Children’s India’s Code of Conduct and Child Safeguarding Policy
  • Save the Children aims to be an equal opportunity employer. We welcome all applications irrespective of age, race, colour, gender, disability, sexual orientation, religion, belief or creed. Women candidates are encouraged to apply. We are also open to applications from people who want to work flexibly.
  • Recruitment and selection procedures, which include rigorous background checks, reflect our commitment to the protection of children from abuse
Child Safeguarding level required/ appropriate for the role:
Job level
Statement
Level 1
 
 
The role holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore a police check will not be mandatory unless the content or location of the role changes, in which case the Child Safeguarding level will be reviewed.
Level 2
 
 
Either the role holder will have access to personal data about children and/or young people as part of their work; or they will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a police check will be required.
Level 3
 
The role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

 

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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