Tuesday, November 21, 2017

Procurement cum Support Service Coordinator - CARE India (Apply By: November 28, 2017)

All projects in the Dalit Hub (across Rajasthan, M.P., U.P., Bihar and other states as per projects)
Reports to:
Program Support Manager
Lucknow, Uttar Pradesh

Job Summary
The Procurement cum Support Service Coordinator will support the Manager, Program Support, with every aspect of Procurement in the Unit. S/he holds specific responsibility to ensure procurements for all projects in the hub. S/he is also responsible to maintain all monitoring tools part of procurement policy and generate need based MIS desired time to time by Manager, PS. S/he is also responsible to coordinate with unit staff of the HUB and ensure planner based procurement to avoid duplications and improve the efficiency in maintaining right item, right price, right place and right time.
Key Responsibilities
A.    Procurement Planning:
1.      Assisting in development and management of Procurement Plan of by all the projects/units of the HUB. 
2.      Ensure proper maintenance of procurement tracker for best management of information and timely procurement. Ensure use of tracker by all customers for timely feedback.
3.      Coordinate with unit members for roll forward action on the procurement planner and ensure that items are procured within the budget time line

B.    Undertake Procurement Processes:
1.     Procurement of goods and services (Consultancies, Vehicles & Training Venue, Large Team Travel, Transportation of goods & equipment) for the projects /units of the HUB which will involve sending of Request for Quotations (RFQ’s), Opening Bids in consultation with the Procurement Committee, making SBAs, with detailed analysis of Quotations, justifying selection of the preferred / recommended vendor by the Committee and follow ups with Vendors for supply of items as per quality, time and price.
2.     Facilitate the role of the Purchase Committee and meet various Vendors and undertake negotiations and finalize / execute various procurement deals.
3.     Processing of Purchase Request (PR) and ensuring compliance with proper documentation, Filing and other related work.
4.     Prepare Purchase Order or Contract of Purchase for the successful bidders and ensure that all terms and conditions are incorporated.
5.     Follow up with vendors for timely delivery of the ordered items and receive material and certify that they are as per specification.
6.     Efforts to include more procurements under LTRC/required vendor agreement for smart procurement

C.    Coordination for payment to vendors / consultants;
1.     Undertake variance analysis and generate MIS for Senior Management to streamline the payment processes of PSU.
2.     Implement policy and procedures and ensure that services are delivered within time frame
3.     Regular interaction with key staff in the unit for better understanding of processes
4.     Follow up with finance for timely release of payment to vendors / consultants
5.     Generate various quarterly MIS and present to Head, PS for needful intervention
6.     Regular meeting with vendor/s to apprise them of the organization need and make them ready for timely delivery of items.

D.    Vendor Management
1.     Undertake vendor’s registration (where required visit field for undertaking Registration process)
2.     Assist in developing, maintaining and managing Vendor Data Base of HUB and ensuring their periodic updating.
3.     Explore market for potential vendor/s either visiting the market or using secondary information’s like yellow pages / feedback from similar organizations
4.     Organize six monthly vendor interfacing (most preferred) to acquaint them with CARE India vision and mission and clarify their role in terms of addressing our goal / objectives.
5.     Assist the vendor database administrator to ensure minimum vendors in category / sub-category of items for timely procurement of goods and services.

E.    Other Support Functions
1.     Manage OBSA software for Odisha HUB.
2.     Manage physical assets and do the reconciliation on a quarterly basis with the support of the Project staff and finance unit of HUB.
3.     Ensure compliance to CARE, Donor and statutory requirements
4.     Support in Office maintenance (Pantry, Security, Upkeep and AMCs)
5.     Support in Handling Vehicle Maintenance
6.     Be responsible for audit compliance
7.     Manage the logistics of important visitors to the state/ program as required by operations.
8.     Ensure all functional safety measure in office against fire, theft etc. are in place to ensure safety of CARE premises, CARE property and staff.
9.     Orient staff on relevant functions as & when required

F.      Coordination at the time of Emergencies:
As a point person for support functions coordinate all activities related to initial emergency response in the Hub Office. The overall response itself will be overseen by the Program Support Manager, ERT coordinator and the Regional Program Director.  The illustrative tasks will include:

  • Visiting the site of the emergency and Liaison with local authorities

  • Communication with the CIHQ for guidance on appropriate response

  • Providing all required information to the Emergency Response Unit in CIHQ for representation to Donors/CARE Headquarters for release of immediate and long term resources for dealing with the emergency.

  • Completing the required documentation, like official request from the government authorities for CARE assistance

  • Ensure pre-positioning of stocks at the strategic locations and facilitate immediate movement of stocks to the sites for distribution.

  • Coordinate with ERT members to maintain equipment/tools to undertake emergency response process in time

  • Undertake procurement of goods and services as per CARE, Donor and statutory requirements
Contact/Key Relationships
·       Program Support Units, Dalilt Hub & CIHQ Procurement unit
·       Personnel in the ASL
·       Hub Procurement Committee
·       Vendors
Working Conditions
·       Posted at CARE India Uttar Pradesh, Lucknow
·       Willing to travel operational areas and head office for undertaking procurement processes as & when required
·       Willing to undertake procurement of goods & services for emergency response as & when required.
Qualification & Experience
·       Graduate / Post Graduate in any stream preferably commerce
·        3 years of experience of procurement and vendor management and admin
Skills & Competencies

·       Good communication skill written and verbal in English and Hindi language.
·       Proficiency in computers (knowledge of Ms Office, Excel and power point etc)
·       Analytical skills
·       Negotiation skills
·       Human Resource Management skills
·       Ability to work in team.
·       Ability to manage multiple tasks

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