Senior Manager (Lead), Procurement & Administration

Position: Senior Manager (Lead), Procurement

& Administration

Reports

• to: Chief Financial Officer
• Location: New Delhi
• Reportees:Procurement and administration team
• HelpAge India is a secular, not-for-profit
• organisation in India, registered under the Societies’ Registration Act of
• 1860. Set up in 1978, the organisation works for ‘the cause and care of
• disadvantaged older persons to improve their quality of life’. It runs
• healthcare, agecare, livelihood, disaster response and awareness initiatives
• throughout the country & advocates strongly for the elder cause. It became
• the first and only Indian organization to be honoured with the ‘UN Population
• Award 2020’ for its exemplary work in the field of ageing and population
• issues, and earlier in 2014, has been the recipient of ‘Vayoshreshtha
• Samman’ by Government of India, as an institution working for senior
• citizens. We have been awarded highest CRISIL VO 1A grading for excellence in
• operations and high credibility. We have been recognized as a Great Place to
• Work.

Job

Summary

Provide

• strategic leadership and oversight of the procurement and administration
• functions, ensuring value for money, strong governance, regulatory compliance,
• effective risk management, efficient facility and asset management, and
• seamless operational support to enable the achievement of organizational
• objectives

Key

Responsibilities

1.Procurement & Administration Oversight

·Lead

and oversee procurement and administration operations across all HelpAge India

offices, ensuring cost-effective, transparent, and policy-compliant processes.

·Develop

and implement procurement and administrative strategies aligned with organisational

goals, budgets, and operational requirements.

·Identify

opportunities for cost savings, process improvements, service enhancements, and

operational efficiencies.

·Drive

standardization of procurement and administrative practices across all

locations.

·Provide

oversight for procurement processes within the ERP (currently Oracle Fusion)

system.

·Ensure

effective utilization of procurement systems and strengthen compliance through

process standardization.

·Guide

capacity building and support for employees across India operations on

procurement processes, controls, and compliance requirements.

·Monitor

procurement performance, approvals, and payment cycles to ensure timely

delivery of services and assets.

·Lead

the digitization and automation of procurement and administration workflows

wherever feasible.

2.Vendor Management & Sourcing

·Establish

and maintain a robust vendor management framework, including vendor evaluation,

onboarding, performance review, and risk assessment.

·Lead

sourcing, vendor negotiations, and contract management to secure best value for

the organization.

·Oversee

RFQ processes, comparative analyses, Purchase Committee deliberations, and

procurement decision-making.

·Build

long-term partnerships with quality vendors while ensuring transparency and

competitiveness.

·Oversee

contracts related to facilities management, travel, security, housekeeping,

maintenance, and other support services.

3.Administration & Facilities Management

• Provide oversight for office
• administration, facilities management, and workplace services across Head
• Office, State Offices, and Field Offices.
• Ensure efficient management of
• office infrastructure, lease agreements, utilities, housekeeping,
• security, repairs, maintenance, and office services.
• Oversee travel, accommodation,
• vehicle management, and other administrative support functions.
• Ensure offices provide a safe,
• secure, compliant, and employee-friendly work environment.
• Lead office expansion,
• relocation, refurbishment, and infrastructure projects as required.

4.Asset Management

• Oversee the management of
• organisational assets, including acquisition, tagging, tracking,
• verification, maintenance, transfer, and disposal.
• Ensure periodic physical
• verification and reconciliation of assets and inventories.
• Maintain asset records and
• documentation in compliance with financial, audit, and donor requirements.
• Implement systems to optimize
• asset utilization and minimize loss or misuse.
• Oversee administration and
• renewal of organizational insurance policies, including asset, vehicle,
• and property-related coverage.

5.Compliance, Audit & Policy Management

• Ensure organisation-wide
• adherence to procurement policies, donor requirements, statutory
• regulations, and internal controls.
• Lead procurement and
• administration audits and ensure timely closure of audit observations and
• compliance requirements.
• Review and strengthen
• procurement, administration, and asset management policies, SOPs
• periodically.
• Ensure proper record retention
• and documentation of procurement and administrative transactions.
• Partner with Finance, IT,
• Programmes, HR, and State /Field Offices to ensure seamless procurement
• and administrative support across the organisation.
• Support organisational planning
• by aligning procurement and administration priorities with programmatic
• and operational needs.
• Represent the procurement and
• administration functions in internal committees and management
• discussions.
• Coordinate with landlords,
• service providers, consultants, and regulatory authorities as required.

6.Reporting & Analytics

• Develop and review procurement
• and administration MIS, dashboards, and management reports to support
• strategic decision-making.
• Track procurement KPIs, vendor
• performance, asset utilization, facilities costs, compliance metrics, and
• cost optimization initiatives.
• Present procurement and
• administration insights and recommendations to senior leadership.
• Monitor budget utilization and
• identify opportunities for operational efficiencies.

7.Team Leadership & Capacity Building

• ·Lead,
• mentor, and develop the procurement and administration team to ensure high
• performance, accountability, and professional growth.

·Foster

a culture of ethical procurement, service excellence, compliance,

collaboration, and continuous improvement.

·Build

organisational awareness of procurement, asset management, and administrative

policies and procedures.

Requirements

Qualification

and Experience:

·Master's

degree in Business Administration, Supply Chain Management, Operations

Management, Finance, or a related field.

·8-12

years of experience in procurement, administration, facilities management, or

operations, including at least 3-5 years in a leadership role.

·Proven

• expertise in strategic sourcing, contract management, vendor management,
• facilities administration, procurement governance, ERP systems, and team
• leadership.

·Experience

in managing multi-location operations is essential.

·Experience

in the development/non-profit sector is desirable.

·Strong

analytical, financial, and negotiation skills.

·Excellent

stakeholder management and communication capabilities.

·Ability

to manage multiple priorities, lead change initiatives, and work effectively in

a dynamic environment.

·High

• attention to detail, integrity, and commitment to governance and compliance.
• Disclaimer: The Job Description above is not an
• exhaustive list of skills, efforts, duties, and responsibilities associated
• with the position.
• HelpAge India is an Equal Opportunity Employer and
• considers applicants for all positions without prejudice to caste, religion or
• belief, sex, gender identity, disability or any other characteristics protected
• by applicable laws.
• HelpAge India is committed to creating a dynamic
• work environment that values diversity and inclusion, respect and integrity.
• For more information, visit www.helpageindia.org . Follow us on Twitter, Facebook, LinkedIn, and
• YouTube.
• Interested candidates may apply within 15 days of
• this advertisement, with a cover /motivation letter, and CV at [email protected]; along with details of last salary
• drawn, expected salary, and three professional referees.
• Due to the urgency of the
• position, interviews may be scheduled even before the closure of the
• advertisement.Hence, interested
• candidates are encouraged to apply at the earliest. Please note that we will
• not be able to notify all applicants.Only shortlisted candidates will be notified about the interview date.