Job Description
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:
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.
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.
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.
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.
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.
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.
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.
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.
Interested candidates may apply within 15 days of this advertisement, with a cover /motivation letter, and CV at recruitments@helpageindia.org ; 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.