Assistant Manager Procurement, Admin and IT

Procurement and Vendor Management:
Handle procurement of office supplies, IT & medical equipment supplies, and services, ensuring cost-effectiveness, efficiency, and timely delivery.
Develop and implement procurement strategies, source, and negotiate with suppliers, vendors, and contractors for optimal quality and pricing.
Manage procurement processes including preparation and review of purchase orders, contracts, agreements, and service-level agreements (SLAs).
Ensure compliance with procurement policies, legal guidelines, and ethical standards.
Monitor inventory levels, conduct stock reconciliations, and ensure timely reordering to prevent shortages.
Track vendor contracts, expiration dates, renewals, and ensure contract compliance.
Establish a scoring system for vendors to monitor performance, negotiate pricing, delivery schedules, and review supplier agreements.
Assist in the annual procurement plan and ensure adherence throughout the year. Quarterly forecasting of medical consumables and its purchase across all states.
Creation and floating of RFP and RFQs in coordination with different departments.
Recording Keeping of monthly compliances viz Monthly Stock Reports, Monthly Stock Counts etc.
Administrative and Office Management:
Oversee general administrative operations including up-keep of country office including housekeeping, security, reception, clerical support, office maintenance, annual maintenance contract and utilities management.
Supervise office support staff (receptionist, office assistants, cleaners) ensuring their duties are carried out effectively.
Oversee logistics for goods and materials, facility management, cleanliness, and maintenance.
Support in Hiring office premises across all state locations and ensure management of all lease deeds- expiration dates, renewals, and ensure compliance.
Managing Pan India staff contact List & sharing on quarterly basis.
Act as Security Lead for the India Country Office and maintain and update a proper security procedure for the Country office.
Fleet Management: Monitor GPS reports and ensure Monthly Reports to the Senior Management Team.
IT Management:
Handle office 365 application in coordination with LSO.
Tracking and addressing any system issues, performing routine checks, and ensuring the health of hardware and software components for Pan India staff.
Budget, Cost Control & Compliance:
Identify cost-saving opportunities in procurement and administrative functions without compromising quality.
Check and code supplier invoices in line with procurement processes and financial guidelines.
Q-Trak maintenance- Update on quarterly basis and share with teams. Track and apply for Medical Exemptions.
Lead yearly MSI internal Audit & also support in external Audits.
Update and maintain Policies, Guidelines and Procedures related to IT, Admin & Procurement.
Logistics and Reporting:
Oversee shipping, receiving, and inventory control, ensuring the timely delivery of goods and materials.
Prepare regular reports on procurement activities
Ensure accurate record-keeping of procurement transactions, contracts, and expenses for audits and reviews.
Other Responsibilities:
Collaborate with the Finance Team to manage income and expenses for external orders
Coordinate travel arrangements for staff
Hold regular team meetings to review progress, address issues, and align procurement strategies with organizational goals