Job Description

• CissdNorth Zone

• 
  
  Required Experience
  5 - 10 Years
  
  Posted On
  19 Aug 2022

Basic Section

Band
Junior Management
Grade
G
Designation
Procurement Cum Support Service Coordinator
Employment Type
-

Organisational

Company
CISSD
Business Unit
CORE FUNCTION
Function
Support Services
Sub Function
SUPPORT SERVICES
Cost Center
Shared
Country
India
Zone
North Zone
State
Uttar Pradesh
Working Location
Lucknow
Sub Unit
UP

Skills
Skill
Minimum Qualification
M.COM- MASTER OF COMMERCE BCOM - BACHELOR OF COMMERCE BA (MATHS)
CERTIFICATION No data available
Working Language No data available



POSITION/DESIGNATION

Procurement cum Support Services Coordinator

GRADE/LEVEL
G

PROJECT/UNIT
Program Implementation Unit (PIU)

PROJECT DURATION
2 years

REPORTS TO
Manager Program Support

LOCATION
Lucknow- UP

TRAVEL
Willingness to spend 40-50% of time in project location for official purposes


ABOUT US

CARE is a not-for-profit organisation working in India for over 70 years, focusing on alleviating poverty and social injustice. We do this through well-planned and comprehensive projects in health, education, livelihoods and disaster preparedness and response. Our overall goal is the empowerment of women and girls from poor and marginalised communities leading to improvement in their lives and livelihoods.

During FY 2020-21, CARE India directly reached out to 52.7 million people through 53 programmes across 18 states, covering more than 130+ districts. We are part of the CARE International Confederation, working in 100 countries for a world where people live with dignity and security.

CARE India seeks a world of hope, tolerance, and social justice, where poverty has been overcome and people live in dignity and security.

Our goal is to ensure that women and girls from the most marginalized communities are empowered, live in dignity and their households have secure and resilient lives. CARE India aims to accomplish this goal by working with 50 million people to help them have quality health, education, livelihoods and overcome the effects of disasters.

Our employees are committed to CARE’s values, Code of Conduct, and safeguarding commitments towards a safe workplace for all, including the principle of ‘do no harm’. They are also responsible to uphold and strengthen our safeguarding commitments in their role. To know more about our safeguarding policies please visit our website link given below.

www.careindia.org | Regd. as CARE India Solutions for Sustainable Development

PROJECT DETAILS
All projects in the Program Implementation Unit, mainly focus on Livelihoods, Education, Health, Nutrition and Disaster Response.

JOB SUMMARY
Procurement cum Support Services Coordinator supports the Project Procurement work under the CISSD Regional/ Adivasi Hub located at Lucknow- UP that manages projects across diverse states like Utter Pradesh, Jharkhand, Panjab,Madhya Pradesh, Gujrat, etc. S/he holds specific responsibility to ensure procurements for Nort Hub project, overall Adivasi Hub office and projects under the Hub. S/he is custodian and coordinator for annual procurement plans, processing, maintenance and reporting on the procurement-related policy andmonitoring/ tracking/ reporting tools and generates MIS around the same as required by the Director Support Services and the procurement division at Head Quarters.

ROLES AND RESPONSIBILITIES

A. Procurement Planning:

• 
  Coordinate with all project managers and DD to develop and submit the final procurement plan at the beginning of every financial year.
• Ensure that the annual procurement planner follows as per plan, the timeline is maintained, and designated MIS is updated accordingly.

B. Undertake Procurement Processes:

• 
  Procurement of goods and services (Consultancies, Research Studies, Vehicles & Training Venue, Vehicle services, Goods & stationary, Transportation of goods & equipment, etc) for the projects/of the HUB through the designated process and within approved Turnaround Time (TAT).
• Facilitate the role of the Purchase Committee and Vendor Management. 3.Processing of Purchase Request (PR), Purchase Order and closing of procurement with timely submission of invoice and all records on systems and to Accounts Section.
• Efforts to include more procurements under LTRC/required vendor agreement for smart procurement.
• Follow up with all the vendors during RFQ process and to ensure timely submission of quotation by vendors

C. Coordination for payment to vendors/consultants:

• 
  Undertake variance analysis and generate MIS for Senior Management to streamline the payment processes of PSU.
• Follow up with finance for timely release of payment to vendors/consultants. 3.Generate various quarterly MIS and present to Head, PS for needful intervention. 4.Regular meeting with vendor/s to apprise them of the organization’s needs and

make them ready for timely delivery of items.


D. Vendor Management:
1.Explore the market for potential vendor/s either visiting the market or using secondary information like yellow pages/feedback from similar organizations. 2.Undertake vendor’s registration and maintenance/ updating of the database in designation systems (where required visit field for undertaking
Registration process)

• Organize six monthly vendor interfacing (most preferred) to acquaint them with CARE India vision and mission and clarify their role in terms of

addressing our goal/objectives.

• Assist the vendor database administrator to ensure minimum vendors in category/ sub-category of items for timely procurement of goods and services.

E. Other Support Functions

• Manage OBSA software for North & Odisha HUB.
• Manage physical assets and do the reconciliation on a quarterly basis with the support of the Project staff and finance unit of HUB.
• Ensure compliance with CARE, donor and statutory requirement. 4.Support in Office maintenance (Pantry, Security, Upkeep and AMCs) 5.Support in Handling Vehicle Maintenance.
• Be responsible for audit compliance
• Manage the logistics of important visitors to the state/program as required by operations.
• Ensure all functional safety measures in the office against fire, theft etc. are in place to ensure the safety of CARE premises, CARE property and staff.
• Orient staff on relevant functions as and when required.

F. Coordination at the time of emergencies:
As a point person for support functions coordinate all activities related to initial emergency response in the HUB office in coordination with Program Support Manager, ERT coordinator and the Regional Program Director. The illustrative tasks will include:

• Ensure pre-positioning of stocks at the strategic locations and facilitate immediate movement of stocks to the sites for distribution.
• Coordinate with ERT members to maintain equipment/tools to undertake the emergency response process in time.
• Visiting the site of the emergency and liaison with local authorities.
• Providing all required information to the Emergency Response Unit in CIHQ for representation to Donors/CARE Headquarters for release of immediate and long- term resources for dealing with the emergency.
• Undertake procurement of goods and services as per CARE, Donor and statutory requirements.

G. Asset Management at Hub office
1. Maintaining records of all the assets issued to various projects & respective teams.


2. Keeping all the records of assets during closure of projects and when employees
return it back to office during exit from organization

KEY RELATIONSHIPS

• 
  Program Support Units, North Hub & CIHQ Procurement Unit
• Personnel in the ASL
• Hub Procurement Committee
• Vendors

QUALIFICATION & EXPERIENCE

Essential: Graduate/Post Graduate degree or diploma in Commerce, Management with specialization in Procurement. Additional diploma/ course experience in procurement management will be preferred
Preferred: Minimum 5 years of experience in Procurement, Proficiency in computers (Knowledge of Tally, ERP, MS Office, Excel and PowerPoint etc.)

SKILLS & COMPETENCIES

Communication skills:
Results-driven and process-oriented Able to articulate and communicate well to all stakeholders (both verbally and in writing) in a manner that meets the different needs of different audiences

Language skills:
Good communication skills are written and verbal in English and Hindi.

Team Management & Collaboration / People skills:
High level of integrity and honesty
Ability to function effectively as a team member

Strategic Thinking and Analysis:
Analytical skills Change Management: