Procurement Officer

ORGANIZATION DESCRIPTION

Tanager is an international nonprofit that connects smallholder producers and private businesses to co-create new ways of realizing life-changing economic and social opportunity. Our process builds on years of technical expertise, on-the-ground presence and public/private partnerships to unite economic growth with social innovation. Together, we are ushering in an era of equitable market systems that combine profitability with the power to address urgent challenges in poverty, malnutrition and gender inequity.

POSITION DETAILS

Job Title:	Procurement Officer
Location:	Lucknow
Project name:	All Projects.
Reports to:	Operation Director.
Revision Date:	TBD
Position Grade:	Length of Position, Any Extensions 12 months 5

POSITION SUMMARY

Procurement Officer for Tanager India to ensure the smooth and timely procurement of goods and services and the preparation of grants and contracts documentation as per the project requirements. The Procurement Officer must know the full cycle of procurement processes from cradle to grave and contract monitoring. S/he must additionally have the skill set of monitoring and managing the subgrants and subcontracts and ensure the compliances are adhered to in accordance with the local statutory norms.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Procurement and Subcontract Management:

• Monitor, manage and prepare the Subcontracts and subgrants as per Donor and Govt. guidelines in coordination with Tanager HQ (Washington DC team) for the HQ policies and guidelines.
• Manage the Blanket purchase Agreement (BPA) and issuance of work order as per the project requirements, adhering with the local compliances as well as HQ compliances.
• Manage effective and efficient procurement processes, solicitation, evaluation, documentation and reporting in accordance with the Tanager Procurement Policies.
• Ensure proper compliances with State/Central Govt. statutory regulations as well as Tanager HQ guidelines.
• Follow up and monitor the consultants’ deliverable as per contracts and invoices on regular basis.
• Prepare contract modifications as the need arises.
• Assist in preparation of   RFQ/RFPs for issuance to the potential vendor’s/firms/consultant and collect quotations/proposals.
• Support to maintain records of suppliers past performances including information related to timely provision of supply, quality and quantity, adherence to specifications, place of origin, make and model.
• Source for the supplier with the best quality as well as at most competitive prices for supply of quality goods and services.
• Assist Supervisor in handling the end-to-end process of procurement requirements.
• Assist Supervisor in preparing “Monthly Procurement Status” reports.
• Negotiate quotations to obtain the most competitive prices, terms of delivery and the best quality materials.
• Timely supervision of purchase orders for the various requested items until the goods received note (GRN) is raised and the supplier is fully paid.
• Ensure proper record keeping of all purchases is maintained and easily retrievable.
• Execution of procurement plans as per committed deadline by ensuring vendors are on boarded and due diligence processes are followed that maintain internal controls. Ensure activities within the department as well as other departments are not impacted due to any inefficiencies/ lapses in procurement tasks. 
• Validate the offers received from vendors technically with the concerned department & commercially as per Source list.
• Ensure responsiveness to business needs by adhering to the agreed Source list/ turnaround time for order conversion.
• Support in closing out all of Subcontracts / P.O.s / Contracts and retain records / archives for future reference.
• Assist Supervisor in providing the procurement inputs for cost estimation to project management.

Coordination:

• Coordinate with Program team and Finance team for Contract Management and submission of the invoices, and other supporting documents based on the contract requirements.
• Coordinate with the project/cluster teams for timely h delivery of the goods/services as per the project requirements.
• Coordinate with the Project Team for the acceptance and approval of all deliverables.
• Office based and ability to manage urgent requirements.
• Coordinate with program managers to update procurement plans.
• Coordinate with program managers to ensure quality and timely reporting for subcontract and subgrant deliverables.
• Ensure that all contract documents are audit ready for both  Internal & External audits.
• Support in timely and smooth closure of the Projects.Communicates with Tanager HQ on procurement matters.
• Other duties as assigned by Supervisor.

QUALIFICATIONS

Education and Experience:

• Graduate in Business Administration or related field, Degree in Procurement & Supply Chain Management will be preferred.
• Minimum five years of experience required, with at least two years in managing Procurement, Supply chain, Logistics in NGO, Private Foundations or Private Company.

Knowledge, Skills and Abilities

• Demonstrated knowledge of Procurement/Subcontract rules and regulations relevant to India.
• Strong analytical skills, including ability to gather and analyze a variety of information pertaining to issues.
• Ability to communicate and negotiate procurement issues that are not complex.
• Strong written communication skills, including demonstrated ability to write required documents in a clear, concise, well-organized manner.
• Ability to exercise appropriate judgment and tact while protecting confidential information.
• Ability to effectively use databases, spreadsheets, word processing, and position-specific software.
• Attention to detail.
• Strong written and oral communication ability in English and Hindi
• Willingness to travel 10% of time.

Interested candidates may share their resumes at indiarecruitment@tanagerintl.org

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