Manager – Procurement & Vendor Management

• *Role Purpose:**

The **Manager – Procurement \& Vendor Management** will lead the organisation’s procurement function and ensure timely, cost\-effective, transparent, and compliant sourcing of goods, services, and works required for projects and organisational operations.

The role will be responsible for developing procurement systems, managing vendor relationships, ensuring value for money, maintaining documentation and audit readiness, and supporting programme teams in efficient project implementation.

• *Key ResponsibilitiesProcurement Planning \& Execution**

• Develop and implement annual and project\-wise procurement plans in coordination with programme, operations, finance, and admin teams.
• Assess procurement requirements, consolidate demands, and plan procurement timelines to avoid delays in project implementation.
• Prepare procurement strategies for goods, services, works, equipment, consultancy, logistics, and other project\-related requirements.
• Manage end\-to\-end procurement processes, including requirement validation, market assessment, sourcing, tendering, quotations, evaluation, negotiation, and order finalisation.
• Ensure procurement decisions deliver quality, timely delivery, cost efficiency, and value for money.

• *Tendering, Bidding \& Contracting**

• Develop standard templates for requests for quotations (RFQs), requests for proposals (RFPs), tender documents, evaluation matrices, and purchase orders.
• Manage open tenders, limited quotations, direct purchases, and emergency procurement in accordance with approved thresholds and organisational policies.
• Coordinate technical and financial evaluations with relevant internal stakeholders.
• Ensure fair, transparent, competitive, and documented vendor\-selection processes.
• Negotiate commercial terms, delivery schedules, warranties, payment terms, and service\-level expectations with vendors.
• Prepare, review, and manage purchase orders, work orders, service agreements, and contracts in coordination with legal and finance teams.

• *Vendor Management**

• Identify, assess, and onboard reliable vendors, suppliers, contractors, and service providers.
• Maintain a updated vendor database with classification, contact details, product/service categories, pricing, performance history, and compliance documents.
• Conduct vendor due diligence, including verification of registrations, GST, PAN, financial capacity, technical capability, and past performance.
• Develop and maintain a panel of qualified vendors for recurring and critical requirements.
• Build long\-term, professional relationships with vendors while ensuring impartiality and adherence to organisational conflict\-of\-interest policies.
• Conduct periodic vendor reviews, performance evaluations, and rate benchmarking.

• *Supplier Performance \& Quality Assurance**

• Monitor vendor performance against delivery timelines, quality standards, specifications, pricing, and contractual obligations.
• Track purchase orders, deliveries, installations, warranties, and after\-sales service.
• Coordinate inspection, acceptance, and quality checks for goods, equipment, and works.
• Resolve vendor\-related issues, including delays, quality concerns, invoice discrepancies, warranty claims, and non\-performance.
• Maintain escalation mechanisms and take corrective action where vendor performance is unsatisfactory.

• *Compliance, Documentation \& Audit Readiness**

• Ensure all procurement activities comply with organisational policies, donor guidelines, applicable laws, and internal approval processes.
• Maintain complete procurement documentation, including requisitions, approvals, quotations, comparative statements, evaluation notes, purchase orders, delivery challans, inspection reports, invoices, and payment records.
• Ensure procurement records are audit\-ready and available for internal, statutory, donor, and CSR audits.
• Support due diligence and documentation requirements for donor\-funded projects.
• Identify procurement risks, conflicts of interest, and control gaps, and recommend corrective measures.
• Ensure ethical procurement practices, transparency, confidentiality, and fair competition.

• *Budget, Cost Control \& Systems**

• Work closely with the Finance \& Accounts team to align procurement plans with approved budgets and cash\-flow requirements.
• Track procurement expenditure, commitments, pending purchase orders, and budget utilisation.
• Support cost optimisation through competitive sourcing, framework agreements, bulk purchasing, and vendor consolidation.
• Maintain procurement MIS, dashboards, trackers, and periodic reports for management review.
• Support the use of ERP or procurement\-management systems for requisition, approval, purchase order, goods receipt, and vendor\-management processes.
• Recommend and implement process improvements to increase efficiency, transparency, and accountability.

• *Coordination \& Capacity Building**

• Coordinate with programme, field, finance, admin, HR, legal, and IT teams for timely procurement support.
• Support field teams in understanding procurement policies, documentation requirements, approval processes, and vendor\-selection procedures.
• Train staff on procurement processes, vendor documentation, and compliance requirements.
• Liaise with vendors, logistics providers, government departments, and other external stakeholders as required.

• *Qualifications \& Experience**

• Bachelor’s degree in Commerce, Business Administration, Engineering, Supply Chain Management, or a related field; a Master’s degree or professional certification in procurement/supply chain is desirable.
• \[5–8] years of relevant experience in procurement, vendor management, supply chain, or contracts management.
• Experience in the nonprofit, CSR, development, infrastructure, renewable energy, or donor\-funded project sector is preferred.
• Experience managing tenders, RFPs, vendor evaluation, contracts, and supplier performance.
• Familiarity with procurement requirements of CSR projects, government\-funded programmes, institutional donors, or multilateral/bilateral donors is an advantage.
• Working knowledge of ERP\-based procurement workflows is required.
• Strong knowledge of MS Excel, procurement documentation, comparative statements, and MIS reporting.
• Understanding of GST, TDS, contract terms, and basic commercial/legal documentation is desirable.

• *Key Competencies**

• Strong negotiation and vendor\-management skills
• Sound knowledge of procurement principles and best practices
• High integrity, transparency, and ethical conduct
• Strong analytical, documentation, and record\-keeping skills
• Ability to manage multiple vendors, projects, and deadlines
• Effective communication and stakeholder\-management skills
• Commercial acumen and cost\-consciousness
• Problem\-solving and decision\-making ability
• Ability to work collaboratively with programme and field teams

• *Deliverables**

• Annual and project\-wise procurement plans
• Procurement MIS, trackers, and dashboards
• Vendor database, vendor assessments, and performance reviews
• Tender documents, comparative statements, evaluation records, and contracts
• Timely procurement of goods, services, and works within approved budgets
• Audit\-ready procurement documentation
• Improved procurement processes, controls, and cost efficiencies

Pay: ₹60,000\.00 \- ₹65,000\.00 per month

Benefits

• Health insurance
• Provident Fund

Work Location: In person