Manager - Administration & Procurement

ABOUT AMERICAN INDIA FOUNDATION TRUST

The American India Foundation Trust (AIFT) 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 the then Prime Minister of India, Atal Bihari Vajpayee Ji, and the U.S. President, Mr. Bill Clinton, AIFT has impacted the lives of 21.01 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, AIFT adheres to strict financial and governance standards, ensuring transparency, accountability, and responsible management of resources. As per statutory mandates, AIFT is registered under 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. Learn more at www.aif-india.org

ROLES & RESPONSIBILITIES:

The incumbent will be responsible for the financial management across projects and working closely with the program & Central & Regional Admin and Procurement teams.

The Manager- Administration and Procurement performs a wide range of duties including all of the following:

• Develop and implement procurement strategies for materials, equipment, and services.
• Manage and execute purchase requisitions, RFQs, bid evaluations, purchase orders, and contract agreements.
• Optimize procurement cycles to ensure timely delivery and avoid stockouts.
• Monitor and maintain TAT as per the SOP while working on the reporting requirements as per the requirement of the organization

• Expect unfavorable events through analysis of data and prepare control strategies & plan proactively to cater to those.
• Create a culture of urgency and integrity in meeting Procurement needs.
• Build & deploy risk assessment & mitigation strategies to ensure timely asset & service
• procurements for program implementation. Perform risk management for supply contracts and agreements.
• Build a time & cost-efficient Procurement system for the organization.
• Control spends and builds a culture of long-term saving on procurement costs.
• Perform cost analysis and set appropriate benchmarks.
• Create policies and procedures for risk management and mitigation.

• Prepare & execute procurement plans, vendor analysis, purchase order follows up, supply systems, quality checks, and settlements based on needs.
• Devise and use fruitful sourcing strategies, discover profitable suppliers, and initiate business and organization partnerships.
• Develop, hone, and execute new improved procurement strategies across all channels of purchasing.
• Delegate tasks and supervise the work of team member(s)
• Manage every aspect of the supply chain and notify the Director – Procurements & Administration designate of any possible obstacles to ideal efficiency.
• Institute policies and procedures for collecting and reporting key metrics that will reduce our overall expenses while increasing productivity.
• Coordinate deliveries.
• Direct sourcing team(s), that are responsible for executing, negotiating, implementing and maintaining competitively advantageous supply arrangements for active projects.
• Providing and assisting support for all regional and national procurement execution activities.
• Increase vendors for all products.
• Use technology to incorporate bidding techniques for procurement.
• Save cost for the organization through innovative thinking meeting requirements.
• Work closely with program and function teams to ensure stability and cost effectiveness of supply.
• Bring innovative supplier solutions and manage assets (reporting etc.) as per requirements
• Manage supplier performance and maintain interface within supplier's organization.
• Ensure a cost-effective supply of quality products.

• Prepare & execute procurement to cater to emergency relief, disaster relief-based projects/ programs.
• Lead & manage Procurements under constrained resources & timelines and limited information to distant & remote locations.

• Set and monitor achievement of performance and personal development objectives for all direct reports, so that a culture of continuous improvement and learning is embedded within the team.
• Determine the human resources requirements to execute its work in an efficient and cost-effective manner.
• Work collaboratively with other programs and functions to contribute to organization success; review outputs and share learnings.
• Provide inspiring and motivational leadership that role models AIFT’s values and behaviors and empowers and enables staff to deliver excellence.

• Ensure adherence to company policies, procurement procedures, and relevant statutory requirements.
• Train staff on compliance, procurement thresholds, and purchasing procedures.
• Manage procurement documentation, vendor contracts, service-level agreements (SLAs), and audit-ready records.
• Maintain transparent and audit-ready procurement documentation.
• Mitigate procurement risks through appropriate contractual clauses.

• Ensuring day-to-day office arrangements.
• Ensure compliance of in-office statutes & reporting as per National Office guidelines (POSH, Safety, Hygiene, Inclusive workspace)
• Support in attendance & event management in the office premises as per National Office guidelines.
• 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 vendors
• Any other tasks assigned by the Country Director & Deputy Director - Procurements

QUALIFICATION AND EXPERIENCE (Essential):

• Master degree preferably in business management.
• Minimum 8-12 years of experience in Administration & Procurement. Experience with a not-for profit would-be a plus.
• Successful candidate should be comfortable in proactively and openly communicating and understanding of various aspects of Procurements & Administration
• Excellent written and verbal communication skills in English.
• Previous experience managing a team
• Advanced literacy in Excel
• Power Point Presentation Skills
• Ability to multitask and track multiple projects and deadlines
• Experience of past working on any ERP software preferred.
• Working knowledge of excel spreadsheets
• Open to Travel as and when needed (estimated of 10% of the time)

SKILLS:

• Consistently approaches work with energy and a positive, constructive attitude.
• A team player with strong interpersonal skills and ready to take on additional tasks.
• Demonstrates the ability to multitask.
• Thinks out of the box and has leadership skills.
• Strong analytical and data skills for dashboarding
• In depth knowledge and expertise of Procurements & Administration

OTHERS: Salary shall commensurate with experience.

POSITION AVAILBILTY: Immediate