JOB DESCRIPTION
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Position:
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Director-Procurement & Administration
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Department:
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Procurement
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Role:
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Lead and manage all procurement functions
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Reporting Relationship:
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Country Director
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Location:
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New Delhi
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Number of Positions:
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01
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Grade Level
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B
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Nature of Employment:
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Full Time
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AMERICAN INDIA FOUNDATION TRUST
The American India Foundation Trust (AIF) is committed to improving the lives of India’s underprivileged, with a special focus on women, children, and youth. The Foundation does this through high-impact interventions in education, health, and livelihoods because poverty is multidimensional. Founded over two decades ago, in the aftermath of the devastating Gujarat earthquake, as a humanitarian initiative by the then Prime Minister of India, Atal Bihari Vajpayee Ji, and the U.S. President, Mr. Bill Clinton, AIF has impacted the lives of more than 19.63 million of India’s poor across 35 States and Union Territories of India. Registered as a Trust in India, with an independent Board of Trustees, AIF adheres to strict financial and governance standards, ensuring transparency, accountability, and responsible management of resources. As per statutory mandates, AIF is registered under 80G, and 12A. These registrations and certifications are tangible evidence of the organization's existence, credibility, and compliance with the applicable legal and regulatory frameworks while demonstrating a firm commitment to its vision and mission. Learn more at
https://aif-india.org/
Job Summary
The Director - Procurement & Administration will lead and oversee end-to-end procurement and general administration functions for AIFT, ensuring efficient operations, cost optimization, compliance, and seamless organizational support across programs and offices. The role will drive strategic sourcing, vendor management, office administration, asset management, and operational excellence while working closely with leadership and crossfunctional teams.
Key Roles & Responsibilities:
1. Procurement & Supply Chain Management
- Lead procurement planning, sourcing strategies, vendor empanelment, and purchase processes across all programs.
- Oversee end-to-end supply chain operations including vendor negotiations, contract management, quality assurance, and timely delivery.
- Drive cost optimization, introduce innovative sourcing methods, and ensure value for money.
- Manage supplier performance, build strategic partnerships, and expand vendor base.
- Ensure compliance with procurement policies, audit requirements, and organizational standards.
- Use data and MIS systems to track procurement efficiency, spend analysis, and reporting.
2. Administration & Operations Management
- Provide strategic oversight of administration functions across locations, ensuring efficiency, standardization, and scalability of operations.
- Lead infrastructure and facilities strategy, including office expansion, leases, utilities, and long-term workplace planning.
- Establish and enforce governance frameworks to ensure compliance with statutory requirements and organizational policies (POSH, safety, workplace standards).
- Drive centralized administrative systems for travel, logistics, and events to enhance efficiency, cost control, and user experience.
- Oversee organizational asset management strategy, including lifecycle planning, insurance, audit readiness, and optimization of asset utilization.
- Strengthen administrative systems and controls, ensuring robust documentation, digitization, and process excellence across offices.
3. Team Leadership & Coordination
- Lead and supervise procurement and administration teams across geographies.
- Coordinate closely with Program Teams, Leadership, and Finance for operational alignment.
- Build team capacity, delegate responsibilities, and ensure performance efficiency.
4. Strategic & Risk Management
- Develop and implement procurement and administration strategies aligned with organizational goals.
- Conduct risk assessment and mitigation planning for procurement contracts and operational processes.
- Establish policies, SOPs, and control mechanisms to enhance efficiency and reduce costs.
- Monitor budgets, control spend, and drive long-term savings culture.
Desired Qualification & Experience
- Master’s/Bachelor’s degree in Supply Chain Management, Logistics, Business Administration, or a related field, with 10–12 years of relevant experience in Procurement and General Administration, preferably at a leadership level.
- Strong, demonstrated experience in end-to-end procurement, strategic sourcing, and vendor management.
- Proven experience in office administration, facilities management, asset management, and operational support functions.
- Prior experience in the social/development sector and working with NGOs/government stakeholders is preferred.
- Experience in handling procurement during emergency/rapid response situations will be an advantage.
- Sound knowledge of commercial purchasing practices, contract management, negotiation, and compliance frameworks.
- Experience in managing service agreements, leases, and administrative contracts (including offices, travel, and facilities).
- Strong understanding of risk management, cost optimization, and budget control.
- Proficiency in ERP systems/MIS and data-driven decision-making, with strong analytical skills.
- Demonstrated ability to lead and manage geographically dispersed teams and work cross-functionally with senior stakeholders.
- Strong negotiation, networking, and stakeholder management skills.
- Excellent communication skills (written and verbal) and interpersonal abilities.
- High level of integrity, ethical conduct, and professionalism.
- Self-driven, adaptable, and capable of working in fast-paced, evolving, and ambiguous environments.
- Ability to handle pressure, manage multiple priorities, and ensure timely delivery of outcomes.
OTHERS:Salary shall commensurate with experience.
POSITION AVAILABILITY: Immediate
Only applications of shortlisted candidates will be acknowledged.
AIFT is committed to fostering an inclusive workplace and ensures equal opportunity for all, without discrimination.