Procurement and Administration Manager - #965891

Position: Procurement and Administration Manager

Function: Finance and Administration

Location: Lucknow, Regional Office North

Reporting Relationship: Regional Director

Nature of Employment: Fixed Term

Number of Positions: One (01)

ABOUT AMERICAN INDIA FOUNDATION

The American India Foundation Trust (AIF) is committed to improving the lives of India’s underprivileged, with a special focus on women, children, and youth. The Foundation does this through high-impact interventions in education, health, and livelihoods because poverty is multidimensional. Founded over two decades ago, in the aftermath of the devastating Gujarat earthquake, as a humanitarian initiative by Atal Bihari Vajpayee Ji and Bill Clinton, American India Foundation Trust (AIF) has impacted the lives of 16.51 million of India’s poor across 35 States and Union Territories of India.

Registered as a Trust in India, with an independent Board of Trustees, AIF adheres to strict financial and governance standards, ensuring transparency, accountability, and responsible management of resources. As per statutory mandates, AIF is registered under FCRA, CSR, 80G, and 12A. These registrations and certifications are tangible evidence of the organization's existence, credibility, and compliance with the applicable legal and regulatory frameworks while demonstrating a firm commitment to its vision and mission. As one of our largest donors since inception, we have a contractual agreement with AIF to share the logo and brand identity. Learn more at https://aif-india.org/.

JOB SUMMARY

The Procurement and Administration Manager will deal with every aspect of operations related to Procurement & General Administration. S/he holds specific responsibility to provide support in all tasks including procurement, office administration & management, asset management, MIS, Compliances etc.

KEY ROLES & RESPONSIBILITIES:

1. Procurement management:

• Assist in preparing procurement plans.
• Vendor analysis and Empanelment of vendors.
• Processing of procurement requests and issue of Purchase Orders.
• Assist Regional Director in revisiting procurement policies periodically and ensuring their strict compliance.
• Purchase order follow-up, ensuring smooth supplies, quality checks, and settlement of vendors.
• Supporting the Regional Director for all the rent renewals and hiring of any new office premises.
• Ensure all organizational assets including equipment, and other fixed assets in all offices are

insured at all times.

• Support and coordinate for travel/tickets, cab/taxi and stay arrangements of Project staff and visitors as per travel request raised.
• Events management and administrative support to all meetings/conferences and official receptions.
• Negotiate the best rates and deals available in the markets for travel and lodging.

2. Office Administration:

• Ensuring day-to-day office arrangements.
• To organize office filing systems, maintenance of inward-outwards registers, receipts, and dispatches of correspondence.
• Ensure proper maintenance of office property which includes building, office furniture and
• equipment, computers etc. through regular monitoring and upkeep.
• Maintaining records of all movable & immovable assets at central and state offices and ensuring assets register and asset numbering is up to date.
• To supervise and monitor the working of Admin officer as well as housekeeping staff.
• Assist in framing of office policies and application of Administrative Instructions, rules and regulations.
• Supervise maintenance of petty cash.
• Any other tasks assigned by Director (Finance & Admin)

KEY QUALIFICATIONS, SKILLS AND EXPERIENCE:

• Graduate/Post Graduate with a minimum 3 – 4 year of work experience in Procurements / General Administration / Data Analysis is Essential. Candidates with MBA qualification shall be preferred.
• Sound knowledge and prior experience in procurement and administration in social sector.
• At least 2 years of relevant experience in NGO environment.
• Good analytical skills & knowledge.
• Good interpersonal and communication skills (both oral and written)
• Ability to work without close supervision or should be self-driven.
• Proven ability to interpret verbal, written and numerical data.
• Ability to work in a team as part of the team.
• Hard working and willing to put in additional time if required.
• Flexibility, Drive and enthusiasm.
• Ability to remain calm in a pressurized environment and able to give long hours to the office when required.
• Maintain Confidentiality, friendly and helpful approach.

Other: Salary commensurate with experience.

Position Availability: Immediately

Salary and Benefits: We offer competitive salary and excellent benefits, be commensurate with experience.

Please note: Due to the potential volume of responses, only candidates selected for an interview will be contacted.