Logistics & Procurement Consultant

SUMMARY INFORMATION

Department: Programme/ GEF India project

Location(s): New Delhi

Commitment: (list term if relevant and estimate of days required): 180 days

Desired start date and duration: 1st July 2025

Under the direction of: Senior Associate Finance and Administration- South Asia

CONSULTANCY SUMMARY

About the Rainforest Alliance

Rainforest Alliance a New York-based 501(c)3 and UTZ an Amsterdam-based foundation merged in 2018. Together the new Rainforest Alliance is now a $70 million per year organization with offices in 17 countries (and growing) and over 5000 staff. The merged organisation has two main officesone in Amsterdam and one in New York City.

The Rainforest Alliance is creating a more sustainable world by using social and market forces to protect nature and improve the lives of farmers and forest communities.

We work towards making responsible business the new normal through our certification program tailored supply chain services landscape and community work and advocacy.

Overview

The Consultant- Logistics & Procurement will support the Finance & Administration unit in managing the financial reporting requirements and day-to-day business administration for the GEF/UNEF-funded project of Rainforest Alliance in India. The Consultant- Logistics & Procurement will work closely with partners and subcontractors to ensure compliance with donor requirements. Additionally the Consultant will support to provide logistical support to the team and support other projects in India.

Main Objectives and Deliverables

Administrative:

• Provide support in organising any in-house events training and programmes

• Support in ensuring timely payments to vendors and that processes are followed

• Provide general support to visitors

• Support the operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories evaluating new equipment and techniques.

• Support for asset inventory management

• Maintain the Cleartrip account balance and process flight tickets for the staff. Coordinate with travel agents regarding visa processing flight booking hotel accomodations & billing

• Arrange gifts/flowers for staff weddings birthdays staff anniversaries and any other occasions

• Manage medical reimbursement for staff and family members in coordination with the insurance provider

• Filing all board meetings and the statutory compliance-related documents in the office.

• Support the finance team with the filing system.

• Manage office facilities (rent equipment internet phone security) maintenance

• Support in handling petty cash and regular payment of office phone and other office utilities Submit and reconcile expense reports

Procurement:

• Supporting for completing the procurement cycle (procurement cycle is the series of actions required to obtain goods or services from an outside source) under the guidance of his/her supervisor.

• Managing the vendor database for various supplies and services. Coordination with vendors for the vendor registration and other details and to get the signed contracts and POs for records. Collect a quotation for the vendor.

• Doing the requisitions for all purchase requirements for the procurement vertical. Issuing GRN/SRN for procurement-related purchase requirements.

• Support for the renewal of ongoing services contracts for services (Security Housekeeping Stationery etc.) and Rate card Contracts for the office items required for the daily office functions.

• Support for managing the internal bidding process of the office equipment to be given amongst staff in coordination with the Asset Disposal Committee.

• Support the documentation of all purchases intact in the relevant folders (all the time as per the guidance of the supervisor). Adhering to the suggested standards for the documentation and orienting the same to all other procurement focal points during any training and orientation.

• Providing necessary support during the internal statutory and project audit and sharing all the required documents pertaining to the sample requested by the auditors and the finance department.

• Support the yearly follow-up with vendors related to their MSME confirmation in coordination with the finance department.

• Support the staff to get oriented about the procurement guidelines and adhering to the approved policies. Providing necessary support to the requester and helping them from time to time on the right process.

  
  

GENERAL TERMS AND CONDITIONS FOR REQUEST FOR PROPOSAL

SELECTION CRITERIA

• Communication Graduate with a Post Graduate degree in Commerce or related qualification from a reputed and recognised institution.

• Minimum 5 Years work experience in an Administration role at International/National or State level.

• Working experience in a multi-cultural context is a plus.

• Ability to work in a highly demanding environment liaising with stakeholders partners.

• Computer proficiency with a high level of familiarity with commonly used packages like MS Word Excel PowerPoint NetSuite Salesforce

• Web surfing to search for relevant data & documents.

• Excellent communication and presentation skills analytical and interpersonal abilities excellent oral and written communication skills in English and Hindi.

• Ability to travel if required by the team.

PROPOSAL PROCESS AND FORMAT

Interested applicants are invited to submit an electronic copy of their CV including:

• A cover letter.

• Profile of the applicant and curriculum vitae.

• Expected payment rate

• Contact details including phone and email id in CV

• At least three recent references

• The contract is initially for one year only.

• Deadline to apply: Apply within 10 days of publication of the advertisement at the Rainforest Alliance Website.

Thank you for your interest in working with The Rainforest Alliance