Job Description: Procurement & Vendor Management Manager – NFP Sector
Position Overview
We are seeking a dedicated professional with expertise in procurement operations, vendor identification, due diligence, management, registration, and empanelment within the Not-for-Profit (NFP) sector. This role is critical to ensuring transparent, compliant, and cost-effective procurement processes that align with donor requirements and organizational values, while building strong vendor partnerships.
Key Responsibilities
Procurement Management
• Planning & Requirement Gathering
1. Collaborate with program and operations teams to assess procurement needs.
2. Develop annual procurement plans aligned with budgets and donor guidelines.
• Sourcing & Tendering
1. Prepare RFPs/RFQs, invite bids, and manage competitive tendering processes.
2. Evaluate proposals using structured scoring matrices and recommend vendors.
• Negotiation & Contracting
1. Negotiate pricing, terms, and service levels to optimize cost and value.
2. Draft, review, and finalize contracts ensuring compliance with legal and donor frameworks.
• Purchase Execution
1. Issue purchase orders, track deliveries, and ensure timely procurement of goods/services.
2. Resolve discrepancies in orders, invoices, or deliveries.
• Compliance & Documentation
1. Maintain audit-ready procurement records, approvals, and contracts.
2. Ensure adherence to donor procurement rules, statutory regulations, and organizational policies.
• Monitoring & Reporting
• Track procurement KPIs (cost savings, lead times, compliance rates).
• Provide regular reports to management and donors on procurement efficiency and compliance.
Vendor Management & Empanelment
• Vendor Identification & Registration
1. Research and identify potential vendors across relevant categories.
2. Facilitate vendor registration processes, ensuring documentation and compliance.
• Due Diligence & Compliance
1. Conduct financial, legal, and reputational checks on vendors.
2. Ensure vendor compliance with donor procurement rules and organizational policies.
• Empanelment & Relationship Management
1. Develop structured vendor empanelment processes.
2. Build and maintain strong vendor relationships to ensure quality, timely, and cost-effective delivery.
• Performance Monitoring
1. Evaluate vendor performance using KPIs, feedback mechanisms, and review frameworks.
2. Recommend corrective actions or disengagement where necessary.
• Risk Management
• Identify risks related to vendor dependency, delivery, or quality.
• Develop contingency plans for critical suppliers.
Qualifications & Experience
• Bachelor’s degree in Business Administration, Commerce, Supply Chain, or related field (Master’s preferred).
• Minimum 5 years of experience in procurement and vendor management, preferably in the NFP/NGO sector.
• Strong knowledge of donor procurement rules, compliance frameworks, and audit standards.
• Proven ability to conduct due diligence, negotiate contracts, and manage multiple vendors.
• Proficiency in ERP systems and MS Excel for procurement tracking and reporting.
• Excellent organizational, analytical, and communication skills.
Desired Attributes
• Integrity and commitment to ethical procurement practices.
• Ability to work under pressure and manage multiple priorities.
• Strong interpersonal skills to engage with vendors, donors, and internal stakeholders.
• Proactive problem solver with attention to detail.
• Strategic thinker with operational execution capability.