Terms of Refernce
Position Name: Procurement Coordinator/Officer
Position Type: Full-time
Division: Administration
Reporting to: Manager Administration
Location: New Delhi
Level of Contact With Children: 3 (None or rare contact)
The position holder shall be responsible to adhere & work within the ambit of Plan India’s Child Protection & Gender Equality Policies.
Plan India is a nationally registered not for profit organisation striving to advance children’s rights and equality for girls, thus creating a lasting impact in the lives of vulnerable and excluded children and their communities. Since 1979, Plan India and its partners have improved the lives of millions of children and young people by enabling them access to protection, quality education and healthcare services, a healthy environment, livelihood opportunities and participation in decisions which affect their lives. Plan India currently works directly with communities, government, donors and other civil society members and groups in 14 states across 19,000+ communities in 5,500 villages/ slums and has touched the lives of 1.9+ million children, out of which over a million are girls.
Plan India is a member of the Plan International Federation, an independent development and humanitarian organization that advances children’s rights and equality for girls. Plan International is actively working in more than 70 countries.
Project Overview:
Job Summary
Reporting to Manager Administration, the Consultant Procurement will be responsible to provide support to the procurement activities in the Admin Unit.
Responsibilities:
The Consultant - Procurement will work in close coordination with Admin team and provide all support to ensure the smooth working of the Administration and will be responsible for the following major activities:
PROCUREMENT REQUESTS
• To review the procurement requests submitted by all the departments and ensure all the necessary approvals have been taken and forward to Manager Administration
• Ensure that each procurement request is entered in the tracker and updated.
RFPs/ RFQs
• Provide support in Floating proposals/ quotations from vendors/ consultants by publishing the RFPs/ RFQs on website, devnet, newspapers, etc. depending on the procurement amount and Plan Procurement Policy
COORDINATING TO GENERATE PURCHASE ORDER
• Preparation of Purchase Order in the SAP and review of all the requisite POs and ensure that they have been approved by the Manager and shared with the Requesting Team/Vendor/Consultant.
• Ensure Level 2 approval of all Purchase Order.
RECIEPT OF GOODS/ SERVICES
• To ensure the receipt and verification of the goods received, and ensure the preparation of Goods Received Note (GRN) in SAP
PROCUREMNET RELATED MIS
• To ensure that all procurement related entries are accurately processed in the SAP system
• To ensure that the procurement database and MIS is regularly updated
VENDOR/ CONSULTANT MANAGEMENT
• To manage, review and update (as required) Plan India’s vendor database/ panels
• To meet new vendors and suppliers and get quotations for various goods and services, as required.
• To ensure that all vendors and suppliers supply the goods and services in a timely manner.
VENDOR PAYMENTS
• To coordinate with Finance & Accounts team for vendor payments for procurement as per the agreements/contracts’ terms.
AGREEMENTS/ CONTRACTS
• Maintain Tracker for all the Agreements and update periodically.
• Maintain the Scan copy of the Agreements.
SUPPORT TO STATE OFFICES
• To coordinate with State Office staff for the documents required for the procurement.
• To give information to the State office for various queries raised for the status of the procurements requests.
Other appropriate duties as assigned by the supervisor.
Education and Experience:
1. Graduate degree in any disciplines
2. Ability to listen, respond and relate with respect, empathy and congruence.
3. Strong analytical skills and good IT skills – ability to use MS Office.
4. Strong problem-solving, innovative and creative thinking skills.
5. Strong organisational and time management skills to meet deadlines.
6. Ability to work independently and as part of a team
Travel Requirement: As required
Compensation and Employment: Plan is an equal opportunity employer and qualified women candidates are encouraged to apply. Our policies and procedures reflect our commitment to child rights and child protection.
Interested candidates can share their resumes and a suitability note on ‘planindiacareers@planindia.org’ with the subject ‘Procurement- Coordinator/Officer’.
Last date to apply is : 25th October 2026.