Assistant Manager (Administration & Procurement) - PSI (Apply by: 30th Sept'14)

POPULATION SERVICES INTERNATIONAL, INDIA

JOB DESCRIPTION

TITLE: Assistant Manager – Administration and Procurement 
LOCATION: Delhi
DEPARTMENT: Administration & Finance
REPORTS TO: Senior Manager – A & F 
SUPERVISES: None
GRADE LEVEL: V (Assistant Manager)
CATEGORY: Shared Services 
DATE: Sept 2014 

Population Services International is a registered Indian Society dedicated to the improvement of public health in India. PSI India’s mission is to empower the people of India to lead healthy lives. Over the past twenty five years, PSI has collaborated with the GoI and a number of donors to increase the use of modern contraception for family planning, to provide products and services for the health of mothers and children and to decrease the spread of HIV/AIDS. PSI harnesses the vitality of the private sector to address health problems of the low-income and vulnerable populations using social marketing to achieve positive behaviour change by promoting ideas, products and services conducive to better health. PSI promotes and distributes 11 health products, using commercial channels and outlets to make available quality health products at affordable prices. The basket of products includes condoms, oral contraceptives, ORS, Intrauterine device, zinc supplementation etc. For more information, please visit www.psi.org.in

POSITION PURPOSE: She/he provides are in accordance with PSI policies, procedures, industry standards, as well as clients’ needs. She/he is a member of the Administration and Finance Department providing support for procurement of goods and services and administration work, which impacts the effectiveness of PSI projects and operations. The incumbent must be able to determine and define requirements in order to provide accurate advice, guidance and recommendations. To do this, the incumbent must rely on previous experience and knowledge and follow current PSI policy, practices and procedures relating to procurement and administration. 

PRIMARY DUTIES AND RESPONSIBILITIES: 

1. Procurement
• Provides advice and support internal clients on procurement matters, and helps clients on relevant procurement policies and processes (i.e. Requests for Proposals (RFP), bid evaluation criteria etc. to ensure client needs are met, PSI obtains value for money and to ensure procurement processes are perceived by suppliers as fair, open and ethical;
• Analyses procurement requirements and selects the most appropriate methods based on interpretation and assessment of established policies, practices, and experience;
• Plans and organizes the bid solicitation process including drafting and issuing RFQ under guidance of his/her supervisor, RFP, agreements developing bid evaluation criteria with internal clients and guiding them on processes involved;
• Facilitates bid evaluation committees if required, ensures the integrity of the competitive process, facilitates bidder debriefings, and exercises appropriate judgment and tact while ensuring to protect confidential information;
• Monitors progress of contractual agreements, reviews and approves invoices for payment, resolves any problems that arise, performs post contract evaluations, creates and maintains procurement records, including electronic records in the PSI’s (ERP) system, Lawson, and other systems, ensuring accuracy and integrity of data; 
• Be fully updated on ERP Purchase Order (PO) module and adherence to the policy and procedure of system.
• Getting goods and services for the best price and value and prepares GRNs in Lawson ERP and manually.
• Building strong working relationships both internally and with key suppliers for timely delivery of goods and services. Creation and maintenance of vendor data base as per PSI Policy.
• Understanding and keeping up with new trends and regulations in the business, understanding technology and managing online systems for e bidding and public notice in procurement.
• Review purchase order claims and contracts for knocking off open commitments and take steps for closing all open commitments quickly 
• Undertake jobs that maybe allotted by the supervisor from time to time. 

2. For Administration
• Coordinating and Managing of Warehouse 
• Facility Management like Equipment’s & Infrastructure Maintenance, Stationery, Housekeeping, Security, Annual Maintenance Contract & Insurance, Renewal of Lease agreement
• Supervise housekeeping and security services and office hygiene 
• Maintain and update all admin related rate contract data and renew in regular basis
• Update asset list at regular intervals and assign the number for each asset in Lawson as per AM module
• Requisitioning and procuring office stationery / supplies and keep record of the inventory
• Management of office Petty Cash fund. Prepare all Petty Cash Vouchers manually as well as in Excel sheet with proper line item and project code.
• Maintain Petty Cash Register and update it on daily basis.
• Assist all employees in the Administration related tasks and any other task assigned by the supervisor
• Maintenance of office Building i.e. carpenter, electrician, plumber and any other required work 
• Tracking of All Admin related invoices like Utility bills, Vendor Bills, Lease Rent, Petty Cash Sheet etc
• Undertake jobs that maybe allotted by the supervisor from time to time. 

QUALIFICATION AND EXPERIENCE:
• MBA/Post-Graduate degree/in Procurement or related field with 3-5 year of experience 
• Graduate with 5-8 years of experience in procurement and administration or related field. 
• Experience in development sector is preferred 

SKILLS:
• Excellent communication and presentation skills 
• Strong interpersonal and man management skills
• Multi-tasking ability
• Analytical and methodical approach
• Excellence in Spreadsheet skills
• Highest level of maturity, integrity and professionalism

COMPETENCIES:

1.1 Customer Service Orientation - See PSI from the client point of view; keep client needs paramount when making decisions and taking action; think beyond current client base; understand the forces that impact PSI, those we serve and those we could serve in the future. (Client refers to all internal/external stakeholders and customers. This should be more clearly defined by manager and employee, as appropriate). Works closely with the people PSI serves to find out what they value the most 

1.2 Result Focus- Move focus from analysis to action; show persistence to overcome obstacles; take immediate action to solve; problems; ensure follow through. Persists to overcome obstacles; Challenges people at all levels to exceed levels of performance

1.3 Attention to Detail: ensure that all important details of a situation are attended to; develop and follow systems to keep things in order; requests or seeks data or back-up information to support others’ assumptions 

1.4 Take Responsibility: initiate action without needing direction; act like an owner of the organization; take preventive action to head off anticipated problems; takes an active part in addressing problems, rather than just pointing them out to others 

1.5 Technical Expertise - Should have sound knowledge of procurement and resources.

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of race, religion, national origin, sexual orientation or disability.

We will collect the CVs at: recroi8@psi.org.in

Last date of receipt of applications: 30 Sept 2014