Admin and Procurement Officer

Job Description:                      Admin and Procurement Officer, Project          

 

Number of Positions:              1

 

Location:                                 Mumbai

 

Overview

 

The Humsafar Trust The Humsafar Trust (HST) is a community-based organization (CBO) working on health and human rights of LGBTQ since 1994. HST is currently implementing targeted HIV intervention projects focusing on HIV prevention and care and support among mrginalized communities. Kindly refer to the website https://humsafar.org/ for more details about the organization.

  

 

Role Overview

 

We are looking for a highly motivated individual with outstanding credentials with experience in procurement and office administration. The Officer will be responsible for the procurement process for the project and for other associated administrative duties.

 

The Officer should have excellent communications skills, be able to perform duties independently, self-motivated, and can thrive in a challenging organizational environment. The ideal candidate is expected to be innovative, decision-makers, be able to diligently manage funds for procurement whilst adhering to the highest compliance standards and stringent reporting requirements. They should be able to provide accurate insight into the current portfolio of procurement to ensure minimum disruption to project activities. The Admin and Procurement Officer will report directly to Associate Finance Director and will be based at Mumbai.

 

 Responsibilities:

 

Procurement and Contracts:

  • End-to-end responsibility for project procurements and support the team on relevant processes [Request for Proposals (RFP) and Request for Quotations (RFQ], firming up the bid evaluation criteria as per norms & other competitive procurement tools to ensure that all the processes are in line with policies and procedures
  • Support / Assist team in procuring goods or services in accordance with the project workplan
  • Assist in co-ordinating pre bid conference for specified goods / services
  • Ensure procurement processes adhere to the highest standards of fair, open, ethical procurement whereas adhering to value for money principles and in accordance with the specified budgets and policies
  • Receive proposal/quotations, prepare analysis and support procurement committee members with preparation of comparative score sheets and finalization of agency/vendor.
  • Prepare selection memos, purchase orders with complete documents as per policy; ensure approvals and documents are in order and track Purchase Orders and Work orders
  • Update and review of vendor database periodically to ensure quality services
  • Verify and process invoices related to purchase orders for all contracts electronically as well as in physical copy and maintain the database of executed contracts and update Senior Management Team at regular intervals.
  • Assist Finance Manager and other designated staff by providing required documents for audit as requested.

Administrative

  • Plan, execute and manage the logistical arrangements for programmatic meetings and managing communications related to it including security and emergencies etc.
  • Maintain a tracking system for all travel including process 
  • Maintain office files and tracking systems for all procurements
  • Review and verify invoices from vendors, project consultants and submit to finance with all supporting documents for processing.
  • Provide administrative and program support to operations, finance, technical and other designated staff. 
  • Maintain asset records and ensuring timely verification
  • Provide support during donor’s visits, internal/statutory and project audits. 
  • Track administration related bills, due dates, collection, and verification of bills and coordinate with Finance team for timely payments.
  • Ensure adherence and follow-ups to implementation of organizational policies and procedures, donor and statutory requirements.

Desired skills and experience

  • Bachelor’s and/or Master’s degree in business administration, or related field preferred
  • At least 5 years of relevant work experience in similar organisational/functional context
  • Computer literate with demonstrated proficiency and advanced hands-on experience in procurement and administration
  • Experience and knowledge of financial and procurement management processes and procedures
  • Proven ability to handle multiple and conflicting priorities, and work under strict deadlines – advanced ability to self-manage
  • Time Involvement- The Admin & Procurement officer  will devote 100% time (8 hours x 5 days weekly) to the organization.
  • This position will report to the Associate Finance Director  

 

 

Location – MUMBAI

Compensation –The following factors will be considered while finalizing compensation:

     a)  Experience of the candidate

     b)  Educational qualifications and people management skills

 

Application Process:  Eligible candidates interested in the position are requested to submit comprehensive Curriculum Vitae with a supporting covering letter. Please send the applications to jobs@humsafar.org, mentioning the specific position in the email subject line by 8th May, 2022