Sr Executive/ Assistant Manager

Admin Management & Coordination 1. Manage day-to-day office operations, including maintaining office supplies, equipment, and facilities. Manage Front Office and calls/ queries to be received. 2. Coordinate with different department for all admin related requirement and maintenance. 3. Handling of incoming and outgoing mail, couriers, and deliveries at head office 4. Provide online support to project/ field offices to understand their requirements, like functional and operational including supporting in rental agreements and rent, and other bill payment processes. 5. Prepare a list of all assets in FMC offices and verify these in coordination with IT dept for IT assets every six months. Logistics, Travel and Event Coordination 1. Book tickets, hotels, and other logistics for the staff and coordinate with vendors. 2. Identify hotels in key cities where FMC Implementation work and offices are located and prepare a database for the same. 3. Assist in planning and coordinating internal and external events, workshops, and conferences. 4. Handle logistics, including venue booking, catering, and participant management. 5. Provide administrative support for event preparation and follow-up. Sourcing and Vendor Management 1. Identify potential vendors, contractors, agency & suppliers based on cost, quality and delivery requirements. Accordingly process their empanelment. 2. Support in due diligence of potential vendors, contractors, agency & suppliers, including their financial compliance like GST registration etc and listed documents as per the details requested in RFP’s/ EOI/ Tenders. 3. Negotiate contracts, pricing, and terms with vendors, contractors, agency & suppliers. Build and maintain strong relationships. 4. Verify and validate vendor bills and coordinate with the finance team for payment processing. Procurement, Purchase and Compliance 1. Drive the procurement process for goods/services/works/consultancies. Ensure timely closure of 2. procurement process in coordination with the different departments. Ensure procurements are done as per budget availability. 3. Collaborate with Programme team and other depts on preparation of Procurement requisitions, RFP’s, Tenders and EOI. 4. Coordinate with IT dept on posting RFP’s/ EOI/ Tenders etc on FMC website. Coordinate with HR and Communication teams in case the tenders need to be advertised in newspaper or to be posted on external portals. 5. Coordinate with local procurement committee or central procurement committee on Bidding/ Bib opening process. 6. Draft and process purchase orders/ work orders/ contract in accordance with company policies and procurement procedures in coordination with Finance department 7. Track contract/work/purchase order status and resolve any discrepancies. Maintain MIS and database. Monitor inventory of procured goods wherever required. Monitor contract performance and identify potential concerns to mitigate risks and delays in completion of purchase/work order. 8. Open to travel, the position requires not more than 10-15% of travel in a year. Knowledge, Capacity Building & New Initiatives 1. Conduct audits and evaluate as when needed, support the local procurement committee members 2. Currently we are doing manual procurement, we expect the candidate to bring new ideas, develop further strategy and implement E-procurement. 3. Build knowledge and capacity of staff on Admin procurement processes in coordination with HR and Finance dept.

Requirements

Education

Qualification/Required

Skills

&

Experience

Any Bachelor’s degree with Minimum 3 to 5 or Post Graduate with 2-4 years of work

experience

in administration and procurements especially for goods and services. Diploma or Certification in Procurement or Supply Chain is an added advantage Well versed with MS excels, word, power point, outlook, google drive etc Excellent written and verbal communication Skills. Strong attention to detail and accuracy. Good interpersonal skill, Ability to work independently, analytical, decision-making

skills

and time management. Prior Work

Experience

preferably in a non-profit organization

Benefits

Remuneration/ Package/

Benefits:

We are an equal-opportunity employer. Maximum CTC limit up to INR 50000/- (open to negotiation) per month based on

experience

and overall fit including insurance and other opportunities for further personal growth. Interested candidates meeting the

requirements

to apply at [email protected] with an updated resume and a cover letter with the Subject Line: Admin & Procurement- Sr Executive/ Assistant Manager Please note, that only shortlisted candidates with relevant

qualifications

and maintenance. 3. Handling of incoming and outgoing mail, couriers, and deliveries at head office 4. Provide online support to project/ field offices to understand their requirements, like functional and operational including supporting in rental agreements and rent, and other bill payment processes. 5. Prepare a list of all assets in FMC offices and verify these in coordination with IT dept for IT assets every six months. Logistics, Travel and Event Coordination 1. Book tickets, hotels, and other logistics for the staff and coordinate with vendors. 2. Identify hotels in key cities where FMC Implementation work and offices are located and prepare a database for the same. 3. Assist in planning and coordinating internal and external events, workshops, and conferences. 4. Handle logistics, including venue booking, catering, and participant management. 5. Provide administrative support for event preparation and follow-up. Sourcing and Vendor Management 1. Identify potential vendors, contractors, agency & suppliers based on cost, quality and delivery requirements. Accordingly process their empanelment. 2. Support in due diligence of potential vendors, contractors, agency & suppliers, including their financial compliance like GST registration etc and listed documents as per the details requested in RFP’s/ EOI/ Tenders. 3. Negotiate contracts, pricing, and terms with vendors, contractors, agency & suppliers. Build and maintain strong relationships. 4. Verify and validate vendor bills and coordinate with the finance team for payment processing. Procurement, Purchase and Compliance 1. Drive the procurement process for goods/services/works/consultancies. Ensure timely closure of 2. procurement process in coordination with the different departments. Ensure procurements are done as per budget availability. 3. Collaborate with Programme team and other depts on preparation of Procurement requisitions, RFP’s, Tenders and EOI. 4. Coordinate with IT dept on posting RFP