Coordinator - Admin & Procurement

Role Dimensions: The ideal candidate will manage day-to-day administrative tasks while coordinating procurement activities ensuring the timely and cost-effective acquisition of goods and services. This role requires a blend of organizational communication and negotiation skills and a strong understanding of local regulatory requirements and vendor management.

KEY AREAS OF ACCOUNTABILITY
Administration:
Manage day-to-day office operations including office supplies equipment and facility management.
Ensure smooth and efficient office functioning including managing schedules coordinating meetings and handling correspondence.
Organize and maintain files records lease agreements and other documents for administrative and procurement processes.
Prepare reports presentations and other documents as the management requires.
Support in the preparation and management of office budgets and monitor expenses.
Coordinate travel and accommodation organize programme meetings identify suitable hotels/banquet services and manage logistics for staff and visitors.
Assist with HR-related administrative tasks Including onboarding and employee documentation.
Ensure compliance with company policies procedures and regulations.
Procurement:
Coordinate the procurement process including identifying needs sourcing suppliers requesting quotes and negotiating terms & manage the end-to-end process documentation.
Maintain a list of approved suppliers service providers and other vendors ensuring they meet quality and compliance standards.
Prepare purchase orders and contracts in compliance with company policies and legal requirements.
Track and manage the delivery of goods and services ensuring timely and accurate deliveries.
Maintain records of purchases and procurement activities ensuring transparency and accountability.
Monitor inventory levels office assets insurance and initiate procurement to replenish stock as needed.
Collaborate with programme HR finance & other cross functional teams to understand procurement needs and prioritize orders.
Resolve any issues related to procurement such as delays or discrepancies in deliveries.
Support the programme on developing the procurement budget and help to identify opportunities for cost savings.

QUALIFICATIONS
Bachelors degree in business administration Supply Chain Management or a related field.
Any other relevant certifications are a plus.

EXPERIENCE AND SKILLS
3 years of experience in administration and procurement preferably in a corporate or large-scale organizational setting.
Strong understanding of procurement procedures vendor management and contract negotiation.
Proficient in Microsoft Office Suite (Word Excel PowerPoint) and experience with procurement management software.
Excellent organizational skills with the ability to multitask and prioritize effectively.
Strong communication and negotiation skills.
Detail-oriented with a proactive approach to problem-solving.
Knowledge of Indian laws and regulations related to procurement and business administration.
Ability to work independently as well as in a team environment.

KEY COMPETENCIES
Technical Competencies:
Experience working with local distract level suppliers and service providers.
Familiarity with ERP systems or SCMS procurement software.
Management Competencies:
Ability to work under pressure.
Willingness to travel extensively in the field
Willingness to work on irregular hours when the job dictates (such as for events emergency response times etc.)
Generic Competencies
Being the Voice of Children: Utilises being part of a global movement to promote change in the policy and public sphere on child related issues
Advancing Equality & Inclusion: Drives an enabling environment for gender equality and inclusion and prioritising the most deprived and marginalised children
Builds & Strengthens Partnerships: Inspires others to embrace the values and principles that underpin partnerships and the localisation agenda
Child Rights: Promotes the rights of children in own work and in work with colleagues and peers

Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required
to carry out additional duties within reasonableness of their level of skills and experience.

Child Safeguarding
We need to keep children safe so our selection process which includes rigorous background checks reflects our commitment to the protection of children from abuse.
SAFEGUARDING (Please remove whichever is not applicable)
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 (Finance Monitoring & Evaluation Legal etc.); therefore a police check will be required.
Safeguarding our Staff
The post holder is required to carry out the duties in accordance with the BRBs anti-harassment policy.
Equal Opportunities
Bal Raksha Bharat 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.