Assistant Manager Procurement - Population Services International (PSI)

POPULATION SERVICES INTERNATIONAL, INDIA

JOB DESCRIPTION

TITLE: Assistant Manager Procurement 

LOCATION: Delhi

DEPARTMENT: Administration & Finance

REPORTS TO: Manager – A & F

SUPERVISES: None

GRADE LEVEL: V (Assistant Manager)

CATEGORY: Shared Services 

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, water purification solutions; IFA tablets and pre-packaged STI treatment kit. For more information, please visit www.psi.org.in

POSITION PURPOSE: The Procurement person is responsible for ensuring that the services she/he provides are in accordance with PSI policy, procedures, industry standards,, as well as clients’ needs. She/he performs as a member of the Finance and Administration Division providing support to other colleagues and providing input to develop and implement new tools, operational or other improvements, as appropriate. She/he influences decisions regarding procurement of goods and services and related logistics, 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 ask sufficient questions of the parties involved, rely on previous experience and knowledge, and interpret, assess and communicate current PSI policy, practices and procedures, as well as industry practice.

PRIMARY DUTIES AND RESPONSIBILITIES: 

• Provides advice and guidance to internal clients on procurement matters, and coaches clients on relevant processes (i.e. Requests for Proposals (RFP), Requests for Quotations (RFQ), bid evaluation criteria other competitive procurement tools) to ensure client needs are met, the PSI obtains best value, 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, organizes and leads the bid solicitation process including drafting and issuing RFQ, RFP, agreements developing bid evaluation criteria and guiding clients on processes involved;

• Chairs 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 and reviews 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;

• As subject matter expert for the ERP Purchasing module, coordinate with HO A&F for implementation of selected Finance and Administration systems and adherence to the policy and procedure of system.

• Getting goods and services for the best price and value, Cutting any waste and unnecessary costs to create a streamlined process and fast procurement process

• 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.

• Coordination with all user for planning and implementation of activity plan under BRM (Burn Rate Matrix) of Delhi State related to procurement 

• Understanding and keeping up with new trends and regulations in the business, understanding technology and managing online systems such as e-auctions and e-tendering

• Review purchase order claims and contracts for conformance to company policy. Analyze market and delivery systems in order to assess present and future material availability

QUALIFICATION AND EXPERIENCE:

• Graduate/MBA/Post-Graduate degree/in Procurement or related field

• Relevant work experience of 4-5 years in a Procurement profile

• Experience in relevant field of development sector or equivalent 

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 Results focused: The ability and drive for achieving and surpassing targets against internal or external standards of excellence. This is about showing a passion for improving the delivery of services with a commitment to continuous improvement in your procurement process. 

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

Project Manager - CARE India

Project Manager - CARE India

Brief Note on Project:-

CAIRN India and CARE India intends to contribute to improving health status in the district of Barmer in Rajasthan and have developed a joint project that would primarily strengthen delivery of national health programs as well as mobilize communities for better health.

The project goal is to contribute to significant reductions in maternal and infant mortality in Barmer district. The project will also have additional focus on select infectious diseases in the operational area. Considering the methodological difficulties in measuring IMR and MMR at the scale of the project with a statistical significance, CARE would measure improvements in coverage and behaviors that are critical to enhance maternal and infant survival.

The geographic focus of the project will be the district of Barmer with direct intervention support in 3 blocks (Baitu, Sindhari and Dhorimanna) and district level support to government programs to scale up impact in remaining 5 blocks.

The project is proposed for a 5 year period with scope for course-correction as appropriate (however the targets for goals and outcomes will be set for 2017, so as to coincide with the national program cycle – 12th plan).

CARE will engage and mobilize women systematically at the community level and work with community leaders, existing Village Health Nutrition and Sanitation Committees, self-help groups (SHGs) and ASHAs. These will be leveraged to engage women in taking responsibility of their own health in a more systematic way. Appropriate behavior change communications programmes, capacity building and technical assistance from CARE India will be provided to provide impetus to these efforts.

Position: Project Manager

Grade/Level D

Project Integrated Health Initiative Project

Reports to: Regional Program Director

Location: Barmer, Rajasthan

Job Summary:

The Project Manager will provide leadership to the project and will be responsible to manage the interventions to deliver results through effective resource utilization. S/he would lead the process of finalization of project plan working closely/in consultation with the Adviser, Technical Director-Health and the Regional Programme Director, Dalit Hub. 

She/ he would be accountable for all aspects of planning, implementing, monitoring, and budgeting, reporting and coordinating technical assistance for the project. S/he would also be responsible for identifying NGO partners for project implementation, including defining their scope of work.

S/he will also be required to engage in advocacy efforts in accordance with the program design and leverage from networks.

The Project Manager will liaise with relevant state level governmental and nongovernmental agencies, providing guidance and support to the implementing partners as well as reporting regularly on project activities and progress made. She/he will represent CARE at the state level while reporting to the Regional Programme Director.

Job Summary

Key Responsibilities 

PLANNING/IMPLEMENTATION/PROJECT OVERSIGHT

• Be responsible for developing and implementing the project plans, including research design and implementation.

• Prepare and implement the district DIP, timelines and training plans and ensure their timely revisions as required.

• Ensure visits field to oversee project activities and provide supportive supervision to the staff, liaise with key counterparts and NGOs.

• Plan and manage the capacity building events and processes with close support from and resource team

PARTNERSHIP DEVELOPMENT 

• Be responsible for selecting suitable NGO and private sector partners and developing excellent relationships and build their capacities for achieving sustainable program impact

• Select suitable NGOs in consistent with CARE-India’s overall partnership strategies and specific to the project requirement.

• Maintain close communication with NGO chief functionaries and project staff and volunteers to provide supportive supervision as needed

• Ensure participatory analysis of capacity building needs of NGOs and provision of needed technical assistance, training activities and cross visits

MONITORING AND EVALUATION

• Be responsible to ensure Baseline and project related data used by district as well as Sub partner team for assessing quality and project progress

• Regularly monitor the program progress by collecting and analyzing data from various sources of the program monitoring system of the project and facilitate action by systems.

• Ensure analysis and use of information received at every level.

LIASION AND REPRESENTATION

• Be responsible to represent CARE effectively and maintain productive, collaborative and collegial relationships with Government at the state level 

• Liaison with the state level officials to facilitate engagement of NRHM, RCH and other Governance systems to facilitate implementation of Maternal and Child Health interventions.

• Facilitate planning and review process through the ICDS, NRHM and RCH systems, analyze and use program data to guide implementation through the systems

• Use evidence and data to communicate and convince senior officials at district level on program priorities 

• Facilitate effective participation of all the members in consortia meeting and their meaningful involvement in program implementation. Escort/facilitate travel of visitors/reviewers to the field as and when required

• Maintain an district level updated profile of good agencies and resource persons, short-list potential ones and explore possibilities of collaboration

DOCUMENTATION AND REPORTING

• Be responsible for district level documentation of project activities and lessons learned, submission of progress reports and other reports required for CARE systems 

• Ensure timely submission of district level report as per given guideline 

• Ensure timely submission of programmatic and financial report by Sub partner reports and its quarterly submission to state office.

• Consolidating the data and report.

• Generating the donor report and monitoring the expenditure against budget.

HUMAN RESOURCE MANAGEMENT

• Be responsible for supervision of the reportees.

• Be fully familiar with the Performance Management Handbook to have annual performance plans established with your direct reports, conduct their mid-term reviews and annual appraisals

• Be responsible to develop effective individual personal development and project related training plans for enhancement of staff skills and to increase their capacity for high quality performance

• Be responsible for recruiting and timely placement of Sub- Partner Staff in collaboration with the NGO chief functionaries. Engage with senior State level officials to ensure their ownership

• Provide supportive supervision and management support to Program Officers: planning, monitoring and program reviews

• Define the scope of sub-district level support through NGOs

• Channel technical and operational support to districts 

RESEARCH & DESSIMINATION OF LEARNING

• Be responsible for conducting baseline, midterm and endline surveys

• Be responsible to unpack inter-sectoral convergence using implementation science methodologies: the strategic integration of services based on the best available science and a careful demonstration of how to overcome implementation challenges to deliver services effectively and efficiently for the greatest impact

Contract/Key Relationships 

• Project officer (Health facility improvement) 

• Project officers (Community level outreach and BCC) 

• Finance and Admin Assistant

• Community Outreach coordinators

• Partner NGOs staff and volunteers

Working Conditions

• Based in Barmer, Rajasthan

• 60% travel to villages

• Ability to work in team.

• Leadership and team building skills. 

• Eager to travel extensively to block and villages and gather information and monitor the interventions on program quality 

Qualification & Experience

• Master’s degree in Public Health, Nutrition, Social Medicine, Management or Social Sciences

• At least 8 years experience in rural community development, with a significant focus on maternal & child nutrition and health. At least 5 years experience in program / project management

Skills & Competencies 

• Demonstrated leadership and team management skills

• Experience of working with the national program at state land district levels, especially RCH, NRHM and ICDS

• Strong facilitation and people mobilization skills, especially in mobilizing Government systems.

• Partnership management

• Proficiency in verbal and written communication on English and Hindi. 

• Sensitive to gender and diversity issues.

• Ability to use computers and manage data independently.

Candidates should visit http://apps.careindia.org/eis/Recruitment/frmCareerOptions.aspx to apply for the positions online.

The last date of receiving applications will be 9th December 2013. Only short-listed candidates would be contacted. Qualified women are encouraged to apply.

Program Assistant - IntraHealth International Inc.

INTRAHEALTH INTERNATIONAL, INC.

Capacity Plus Project, Jharkhand

JOB DESCRIPTION

Job Title : Program Assistant

Supervisor : Program Manager

Geographic Location : Ranchi, Jharkhand, India

Salary Band : B

Duration : Short Term Employment (Up to May 31, 2014)

Position Summary

The Program Assistant will provide administrative and general programmatic support to the Project Director and the program team based in Ranchi to help the Capacity Plus HRIS project achieve its purpose. The Program Assistant is expected to model the values of integrity, genuineness, a commitment to excellence and respect. 

Key Responsibilities

The Program Support Officer will work as a part of the USAID-funded CapacityPlus project team in Jharkhand and will carry out the following tasks:

Responsibilities related to Technical Team

• Assist in providing all needed logistical support in organizing meetings, workshops, conferences, and events (venues, supplies, invitations, catering, follow up calls)

• Respond to inquiries about the project work, via correspondence, email or phone

• Assist in drafting letters, dispatching letters and other documents 

• Assist in preparing and updating PowerPoint presentations and other documents

• Maintain organized files and records of technical team activities, both electronic and hard copy

• Maintain the technical sections of the project’s internal web site (SharePoint site)

• Maintain contacts and databases of technical experts, Nutrition Coalition members and associated groups and others as needed by the technical team 

• Work with Knowledge Management sub-team on document dissemination, information fairs, maintaining photo files, and other knowledge management activities 

• Support data quality review and undertake periodic data quality monitoring in selected districts

• Provide other general technical support as needed

Responsibilities related to Operations Team

• Maintain Petty Cash balance and expenditure record 

• Prepare vouchers for Petty Cash transactions

• Support the team in procurement of goods/services by assisting in preparation of summary bid analysis

• Prepare Travel Expenditure reports (TER) for staff

• Make travel bookings, transport arrangements and accommodation arrangements

• Ensure proper Housekeeping

• Manage and keep a track of the office consumables and supplies

• Maintain inventory records for the office

• Work with vendors for obtaining regular services and payment transactions 

• Maintain contacts and databases of vendors and consultants

• Perform other administrative and coordination tasks as needed

• Manage the Front Office as and when required

• Work collaboratively with other members of the operations team

Qualifications and Capacities

Qualifications and Competencies:

• Bachelor’s degree required

• Minimum of two years administrative experience, preferably with the health or development sector 

• Must have excellent computer skills (Microsoft Office, use of Internet)

• Must have excellent written and verbal communication skills in English and Hindi

Capabilities:

• Strong interpersonal and communications skills

• Strong ability to multi-task even under pressure 

• Ability to organize work, set priorities and manage time to get work done within deadlines

• Proven ability to work well with diverse groups and as part of a team 

• Consultative and collaborative approach

Capacities:

• Adaptability and ability to cope with change

• Ability to solve problems 

To apply please send your updated CV to jobsindia@intrahealth.org latest by December 15, 2013 and mention ‘Program Assistant, Ranchi’ in the subject line.

Finance & Administrative Officer - Jhpiego

Finance & Administrative Officer

Based at Bhopal, Jaipur, Lucknow and Patna 

Jhpiego is an international, non-profit health organization affiliated with The Johns Hopkins University. For almost 40 years and in over 150 countries, Jhpiego has worked to prevent the needless deaths of women and their families. Jhpiego works with health experts, governments and community leaders to develop strategies that help countries care for themselves by training health care workers, strengthening health systems and improving delivery of care. Jhpiego designs innovative, effective and low-cost health care solutions that are breaking down barriers to high-quality health care for the world’s most vulnerable populations. Jhpiego uses its global presence and technical leadership to develop technology-based innovations and systems for significant global health impact.

In India, Jhpiego works across nineteen states in close collaboration with national and state governments by providing technical assistance in the areas of family planning, maternal, newborn and child health, and pre-service nursing and midwifery education. These projects are funded by USAID, Bill & Melinda Gates Foundation, Norway India Partnership Initiative (NIPI), David & Lucile Packard Foundation, Children Investment Foundation Fund (CIFF), MacArthur Foundation, Department for International Development (DFID) and others.

Jhpiego is hiring for the position of Finance and Administrative Officer based at the state capitals of Bihar, MP, Rajasthan and Uttar Pradesh. The F&A Officer will work with the staff based at the respective state office and India Country Office (ICO) to assist in the implementation of activities and support general office administration functions. The position will report to the Director, Finance and Administration in handling financial transactions including budgeting, tracking financial transactions, payments, bank reconciliations, verifying bills and updating QuickBooks and related activities with administrative oversight by the State Program Manager.

RESPONSIBILITIES:

Finance:

• Manage routine financial operations with particular emphasis on handling accounts payable, preparing and submitting monthly financial reports at the state level. Provide day-to-day financial and administrative support to the State office.

• Examine and process financial documents such as invoices and vouchers and other documents such as purchase orders to ensure the completeness, accuracy, and validity of financial data.

• Accurately allocate codes, track, and timely process vendor and consultant invoices, and staff expense reports for payments.

• Reconcile and monitor travel expense reports and project expenses as per rules of the organizations. 

• Manage State office petty cash as per Jhpiego India Petty Cash Policy. 

• Monitor and reconcile travel expenses and project expenses to individual advances.

• Coordinate with finance staff at ICO to disburse funds from the Jhpiego bank account in accordance with Jhpiego’s Financial Management Guidelines.

• Maintain proper documentation of all financial transactions and filing of accounting documents and maintain accounting records compatible with standard accounting practice of Jhpiego and Donor Guidelines.

• Examine and process financial documents such as invoices and vouchers and other documents such as purchase orders, short term contracts to ensure completeness, accuracy, and validity of financial data.

• Assist with external/ internal audits and financial reviews by the donors.

• Maintain and administer an inventory system of Jhpiego’s office equipment, materials and supplies. 

• Ensure effective performance of a broad range of financial functions having project-wide implications.

Administration:

• Responsible for managing general up-keep of state office including housekeeping, security, AMCs of office equipment, pantry, and office maintenance.

• Develop and maintain vendor database and share with the Supervisor.

• Manage large events and workshops in consultation with the Programs teams.

• Follow Procurement Procedures as per Jhpiego India Procurement Policy.

• Coordinate procurement, clearing of Jhpiego equipment/ shipments through customs, and tax exemptions.

• Maintain office efficiency, plan and implement office systems, layouts, and assist in equipment procurement.

• Provide support to the supervisor and senior management for managing visitors’ itinerary and providing smooth and efficient services. 

• Consult Finance and Administrative teams in India Country Office for smooth management of the state office as per strategic guidelines.

• Assist supervisor in office leasing, lease/ contract renewals and office renovation.

• Assume other duties as assigned by the Supervisor to ensure sound functioning of the Administrative operations at the State office.

Abilities/Skills:

• Demonstrated financial management skills, including book-keeping skills, understanding and maintenance of ledger entries, cash book, account entries and bank reconciliation.

• Knowledge of Indian Taxation Laws especially related to Tax deduction at Source against payments being made through State offices.

• Sound knowledge of allocating costs in a multidonor environment. 

• Ability to supervise and manage F&A Assistants.

• Ability to orient and support newly hired staff at State. 

• Excellent written and oral communication skills both in English and Hindi.

• Good computer skills particularly MS Word, Excel and knowledge of QuickBooks would be preferred. 

• Ability to work within an international program team and communicate regularly with a variety of team members. 

• Cooperative, hardworking, trustworthy, flexible and dependable.

• Ability to take initiative to anticipate and resolve problems.

• Ability to handle a variety of assignments under pressure of deadlines.

• Ability to travel within India as and when required. 

Qualifications and Experience:

• Bachelors/ Masters in Commerce/ Financial Management or equivalent qualification. CA/ ICWA/ MBA (Finance) would be given preference.

• Minimum five years of experience in Finance and Accounts preferably with an international NGO in a multi-donor environment.

• Demonstrated experience of managing Finance & Administrative functions at the State level.

• Experience in operating accounting software, good knowledge of QuickBooks preferred.

Jhpiego offers a highly dynamic and enabling work environment and provides competitive compensation based on experience and background. Interested candidates should submit their application with a covering note clearly stating the position and location to jhpiegoindiahr@jhpiego.net.

Apply by: 11 Dec 2013

Divisional Coordinator, Zinc and ORS Scale up Project - Micronutrient Initiative India

Divisional Coordinator, Zinc and ORS Scale up Project

Micronutrient Initiative India

Location: Any District of, Bihar Identification Position Title: Divisional Coordinator, Zinc and ORS Scale up Project, Bihar Reports to/Position Title: Deputy State Program Manager, Zinc and ORS scale up project, Bihar Location: ANY district of Bihar Works with: District and block Programme Managers Supervises: None   Overall Purpose/Broad Function:             Facilitate, planning , capacity building, service delivery, reporting and monitoring of the Zinc      Scale up project in the divisions Key Duties and Responsibilities:   1.    Undertake situational analysis of all districts in the jurisdiction of division placed. 2.    Ensure and build capacity for long-term, effective supply chain management for Zn/ORS 3.    Ensure effective training and capacity building of all health workers/functionaries and ICDS personnel if included 4.    Ensure flow of high-quality monitoring data on regular basis 5.    Maintain productive relations with partners and govt. in order to ensure prioritization and sustainability of ORS/zinc treatment delivery 6.    Ensure effective review and planning of programme by the Govt. functionaries 7.    Serve as subject matter expert  on diarrhoea and its management, including ORS and Zn 8.    Ensure effective implementation of the communications strategy adopted at the state-level   4.Supervisory Responsibilities:          None Education/Professional Designations/Experience: •            Masters degree ( social work / management/Public health/ health administration/ epidemiology/ statistics) •           3-5 years of work experience of which a minimum of one year at grassroots level work   Language Skills       Spoken and written – Hindi and English   Travel Requirements Undertake extensive travel up to 15 days a month in the field area   Other Specific Skill Requirements: • Knowledge of MS office (Microsoft excel, word and power point etc.) • Liaisoning skills • Ability to work hard and achieve results • Ability to work in team • Full compliance with administrative and financial norms     Desirable qualifying parameters   • Experience of handling the monitoring and survey data • Compile and analyze district information/data on key socio-economic and health indicators using data from different source   The position is contractual, subject to availability of specific donor funds. How to apply? Application with covering letter to be sent to bchatterjee@micronutrient.orgThe application must contain information about current salary drawn and expected. The applications should be in MS Word, and should have subject “Divisional Coordinator- Bihar”. The closing date for receiving applications is 1700hrs on 10th December 2013. Telephonic calls will not be entertained.   Applications without the salary information and subject would be disqualified from screening. Only short-listed candidates will receive an acknowledgment and will be called for personal interactions, to be held in Patna. Successful candidate will be required to join asap. This is a District based position, and the selected candidate will be given consultancy contract for a period of one year with annual renewable based on performance and project duration. The salary is approximately INR 40,000/ month.   MI is a non-smoking work environment.