Procurement Officer

Brief of Role :

The Procurement Officer will be responsible for managing end-to-end procurement activities, including the purchase of program assets, IT equipment, materials, and services required for project implementation. The role will coordinate with internal teams, suppliers, and contractors to ensure the timely processing of procurement requests, issuance of purchase/work orders, and delivery of goods and services. The position will also oversee invoice verification, vendor payment recommendations, procurement MIS reporting, and compliance with organizational policies, donor requirements, and statutory guidelines.

Stakeholders

Relationship (within organization) : Manager & Program Leads

Relationship (Outside Organization) : Donor Officials/Auditors/Bankers/Statutory Authorities, etc.

Required Skills

• Excellent knowledge of procurement process, supply chain management & logistics operations.
• Strong vendor management and negotiation skills.
• Sound knowledge of Purchase/Work orders, Service Contracts, invoices & payment processes.
• Good Knowledge of statutory compliances- TDS, GST, Income Tax provisions applicable to NGOs.
• Proficiency in MS Excel, MS Office-PPT, Tally Prime/ERP & ERP-based procurement systems.
• Strong analytical, documentation, and reporting skills.
• Excellent interpersonal and stakeholder management abilities.
• Ability to work under pressure and manage multiple projects simultaneously.
• Familiarity with FCRA accounting and reporting will be an added advantage.
• Strong analytical, documentation, communication, and coordination skills.

Preferred Candidate Profile

• Experience in managing multiple grants simultaneously.
• Ability to work independently with minimum supervision.
• Strong attention to detail and commitment to meeting reporting deadlines.
• Excellent interpersonal and stakeholder management skills.
• High standards of integrity, accountability, and professional ethics
• Preparation and presentation of MIS Reports

Key Responsibilities

1. Procurement Management

• Receive and review procurement requests from program and technical teams.
• Coordinate with Program Teams/internal stakeholders to understand specifications & requirements.
• Identify, evaluate, and liaise with suppliers, vendors, contractors, and service providers.
• Obtain quotations, conduct comparative analyses, and support vendor selection.
• Ensure procurement activities comply with Company policies, donor guidelines & applicable Laws.
• Maintain an approved vendor database, validate and update supplier information regularly.
• Collection/MSME Vendor status on Half-yearly basis & submit reports to Management

2. Purchase Orders and Contract Management

• Prepare and process Purchase Orders (POs), Work Orders (WOs), service agreements, and other procurement documents.
• Coordinate with vendors to ensure the timely supply of materials, equipment, IT assets, peripherals, and program-related assets.
• Monitor contract execution and delivery schedules.
• Follow up with suppliers to resolve procurement-related issues.

3. Invoice Processing and Payment Coordination

• Verify invoices, supporting documents, delivery notes, and completion certificates.
• Confirm the receipt of goods and services from the concerned departments.
• Certify and recommend vendor invoices for payment processing.
• Coordinate with Finance Dept. to ensure the timely release of payments especially MSME Vendors.

4. Reporting and Documentation

• Prepare monthly procurement MIS reports and dashboards on Procurement Function
• Maintain procurement records, vendor files, contracts, quotations, comparative statements, and supporting documentation.
• Generate procurement analytics and periodic reports for Management review.
• Support internal, statutory, donor, and compliance audits by providing the required procurement records and documentation.

5. Asset and Inventory Coordination

• Coordinate iro procurement of Program assets, IT, Office equipment & other Program related assets.
• Ensure that procured assets are properly documented, handed over to the concerned departments.
• Coordinate with Program/Finance/Admin teams iro asset capitalization, tagging, record keeping.

Experience:

• Experience in NGO/Development Sectors Procurement/ SCM, Vendor Management & Logistics/ function
• Familiarity with procurement compliance requirements under CSR and grant-funded projects.
• Experience in coordinating with multidisciplinary program teams across multiple locations.
• Experience in the NGO, CSR, social development, or donor-funded sector.

Qualification:

• Graduate in Commerce/Fi, Management, Supply Chain Management, Logistics, or a related discipline.
• Professional certifications in Procurement, Materials Management, SCM, or Logistics will be an added advantage.
• Experience in the NGO, development, CSR, or donor-funded sector will be preferred.

Language Requirements

Candidates must possess excellent verbal and written communication skills in:

a) Telugu, b) Hindi, c) English