Job Description

Position:

Head

Department:

Admin & Procurement

Location:

Head Office, Delhi

Experience:

8 - 12 Years

No. of Position:

1

About Smile Foundation:

Smile Foundation works for the welfare of underprivileged children and their families through intensive programmes focused on education, healthcare, skilling and women empowerment and Empowering Grassroots. Started in 2002 by a group of young corporate professionals, today Smile has evolved into a national level development organization impacting lives of over 2 million underprivileged children and their families with project presence in 27 states across India, 10 offices in strategic locations and over 650 employees, besides countless volunteers, well-wishers and supporters.
The organization also holds Special Consultative Status with United Nation's Economic & Social Council (ECOSOC), accredited with global organizations like GuideStar, United Way, CAF America, Give2Asia and many more. Furthermore, continuously for past three years Smile is a Great Place to Work Certified organization and is considered 'Gold Standard' in identifying and recognizing Great Workplace Cultures.
Currently SF has been implementing projects worth Rs 80 Crore across India directly or with the help of grassroot organizations, primarily CSR funded projects of varied scale both in urban slums and rural areas including aspirational districts in thematic areas mentioned above. The wealth of knowledge emanated from the same is immense, however the same is grouped in systematic manner which can be used for pitching for large projects of long term in nature leading to data driven knowledge products which can be further used in creating large scale impact.

Visit our website to know more about us and our latest development: www.smilefoundationindia.org.

Role Summary:

The Head - Admin & Procurement is responsible for overseeing all administrative functions and leading the procurement process to ensure timely, cost-effective and compliant acquisition of goods and services. The role ensures smooth office operations, vendor management, contract administration, and adherence to organizational policies and statutory requirements.

Key Responsibilities:

Administration Management

Oversee day-to-day administrative operations to ensure efficient functioning of the office. Manage office infrastructure, facilities, housekeeping, security, and utilities. Develop, implement, and monitor administrative policies, procedures, and systems. Supervise administrative staff and ensure optimal performance and discipline. Maintain records related to assets, insurance, licenses, and statutory compliances. Coordinate with HR for employee onboarding logistics and administrative support. Handle office budgeting, expense control, and cost optimization initiatives.

Procurement & Supply Chain Management

Plan and manage procurement of goods and services in line with organizational needs and budgets. Develop procurement strategies to ensure transparency, quality, and cost efficiency. Identify, evaluate, empanel, and manage vendors and suppliers. Negotiate contracts, pricing, and terms to achieve best value for money. Ensure procurement processes comply with internal policies, donor requirements, and statutory guidelines (if applicable). Oversee purchase requisitions, purchase orders, and delivery schedules. Monitor inventory levels and ensure proper stock management.

Vendor & Contract Management

Maintain strong relationships with vendors and service providers. Review and manage contracts, agreements, and service-level commitments. Resolve vendor issues related to quality, delivery, and payments in coordination with finance. Conduct periodic vendor performance reviews.

Compliance & Risk Management

Ensure compliance with organizational policies, audit requirements, and legal regulations. Support internal and external audits related to administration and procurement. Identify risks related to procurement and administration and implement mitigation measures.

Reporting & Coordination

Prepare and submit MIS reports related to administration and procurement. Coordinate with finance, programs, HR, and senior management for operational requirements. Provide data and documentation for audits, donor reviews, and management reporting.

Qualifications, Experience & Skills:

Graduate/Postgraduate degree in Business Administration, Supply Chain Management, Commerce, or a related field. 8-12 years of relevant experience in administration and procurement roles. Experience in NGO / donor-funded projects / corporate procurement will be an added advantage. Strong knowledge of procurement processes and administrative systems. Excellent negotiation, vendor management, and contract management skills. Good understanding of compliance, audit requirements, and documentation. Strong leadership, communication, and interpersonal skills. Proficiency in MS Office, ERP systems, and procurement software. Ability to multitask, prioritize, and work under deadlines.

Competencies Required:

Planning and organizing:

Establishing courses of action for self and others to ensure that work is completed efficiently.

Leadership presence:

Has an interpersonal style that engages others and encourages trust. Influences others using personal power and does so in a fashion that has charm, style, and a genuine sense of empathy. Balances this highly personal concern for others with a sense of professionalism and with actions that are consistent with his/her words.

Strategic decision-making:

Obtaining information and identifying key issues and relationships relevant to achieving a goal or vision; committing to a course of action to accomplish a goal or vision after developing alternatives based on logical assumptions, facts, available resources, constraints, and organizational values.

Focus Upon Quality:

Accomplishes tasks by considering all of the areas involved, no matter how small; shows concern for all aspects of the job; accurately checks processes and tasks; remains watchful over a period.

Creates External Strategic Alliances:

Develops and uses collaborative relationships to facilitate the accomplishment of work goals

Analytical Problem Solving:

Analyzes information to understand relationships, patterns, and causes and effects, integrate data, and check facts. This is done with both qualitative and quantitative information, making rational and timely judgments on the basis of the information that is available.

How To Apply:

If you would like to apply to this position, kindly send your latest resume at:
jobs@smilefoundationindia.org with the Subject: Job - Position name - City. To learn more about Smile Foundation, kindly visit: www.smilefoundationindia.org