Operations and Logistic Officer

Follow us@ngobox

About the Organization

PCI India,  has been working in India since 1998. We drive interventions to transform the lives of communities at scale by solving complex social issues – partnering with governments, private sectors, and development organizations. Our decades of deep community connection has equipped us to discover the root causes of social and developmental challenges faced by the communities, including the marginalized ones. Through our evidence-based programming and sophisticated measurements, we design solutions that are efficacious and scalable. We are recognized for providing high-quality technical assistance to both national and state governments. We are supported by a multidisciplinary, passionate, and competent team committed to translating our dreams into realities.

Job Responsibilities

Procurement

• Issuing GRN (wherever applicable) for the goods received.
• Monitor progress of contracts implementation to ensure that it abides by the stipulated standards, procedures and operational modalities.
• Responsible for the preparation of WO/PO and draft contracts/agreements related to procurement.
• Responsible for processing the invoices for Vendor payments and regular coordination with Finance Department for timely payments.
• Managing a good relationship with all verticals and providing them procurement related guidance and support.

Annual Maintenance Contracts

• Prepare vendor data base and due diligence system, finding suitable parties /vendors for A.M.C
• Negotiating with vendors for better quotes.
• Reviewing the services of Annual Maintenance Contracts and Issue contracts to respective vendors.
• Ensure timely payment to vendors.
• Monitoring for quality of work / services
• Management & disposal of assets.

Office Management Responsibilities:

• Managing support staff
• Ensuring office upkeep and repairs
• Ensuring the safety and security of office equipment and employees
• Fire safety management
• Adherence to government policies regarding environmental standards
• Coordinating with third-party agencies
• Managing inventory and ordering office supplies
• Organizing in-house meetings
• Processing invoices

Management of Program Logistics

• Ensure that all the logistic arrangements related to Trainings / Workshops / Conference /Meetings within office or outside happens smoothly.
• Manage logistics arrangements related to program supplies.
• Maintain database of hotels and travel suppliers.
• Management of empaneled travel agents to ensure efficiency in travel management.
• Be aware of emerging market conditions and new alternatives for servicing the staff better.

Compliance, legal & Audit

• Facilitated audits and physical verification
• Facilitate review of vehicle management
• Ensure compliance to organizational and donor requirements on procurement

Invoice & Database Management

• Maintain accurate records of all invoices, payments, and transactions in the Share-point system.
• Verify and resolve any billing discrepancies or disputes with clients or internal departments.
• Payment Reconciliation with vendors.
• Identify opportunities to streamline the invoicing process and improve efficiency.
• Conduct data analysis to identify patterns, correlations, and opportunities for process improvement.

Education Qualification/Required Skills & Experience

• Graduation or Post Graduation in Administration, Operations, Logistics and Supply chain management or post graduate diploma in management.
• Experience required: 5-7years of relevant experience in handling procurement, logistic and administratio Experience with reputed national/ international organization in social development will be preferred.

Skill and Competencies:

• Excellent functional engagement and relationship building skills
• Excellent interpersonal and negotiation skills with demonstrable ability to influence.
• Exceptional communication skills and abilities, self-confidence, energy, and a strong spirit of teamwork.
• Ability to plan and organize a substantial workload that includes complex diverse tasks and responsibilities.
• Sets and maintains high standards of performance for self and effectively encourages other staff to do so
• Fluency in verbal and written English and Hindi
• Willingness to travel to the field and support

For more information please check the Link

Be A Part of Asia’s Largest CSR & Sustainability Forum- India CSR Summit & ESG Forum 2024 | 16th*, 17th & 18th October 2024

 

Tags Jobs in Uttar Pradesh Jobs in Lucknow Jobs in Office Management Jobs in Administration