Apply by: 10 Aug 2023
Number of Position: 01
Location: Patna, Bihar
JOB FRAMEWORK
Organization Foundation for Reproductive Health Services India
Position Title Procurement and Admin Executive
Level Executive
Reporting To Manager (Admin and Finance)
Background
Foundation for Reproductive Health Services India (FRHS India) is a registered not-for-profit organization operating since 2009. FRHS India is an affiliate of MSI Reproductive Choices (MSI), a global organization providing personalized contraception and safe abortion services to women and girls. MSI’s local teams of professionals are passionate about the work they do in communities across 37 countries. The high-quality services we provide, give a woman the power to choose if and when she has children so that she’s free to pursue her plans and dreams for herself and her family. Our mission is “Children by Choice, not Chance”.
FRHS India is the No. 1 non-governmental provider of Clinical Family Planning services. We provide quality family planning and safe and legal abortion services to women in need, through multiple channels that comprise of our own clinics, clinical outreach teams and public sector support to Government facilities. We are currently working in the states of Rajasthan, Bihar, Jharkhand and Uttar Pradesh in Public Private Partnership with state governments. In 2021, our teams directly provided family planning choices and qualityservices to over 171,747 clients that delivered a Couple Year Protection (CYP) of over 2.13 million.
A large number of women in India are unable to exercise their sexual and reproductive rights due a number of barriers – social, cultural, policy, and access to information and services. Thus, we work in partnership with stakeholders to improve the policy environment towards enabling women to exercise their reproductive rights and choices. FRHS India also implements advocacy projects to advance sexual and reproductive rightsin the country. At present, FRHS India hosts the secretariat of Pratigya Campaign for Gender Equality andSafe Abortion, a network of 120+ individuals and organizations, working towards protecting and advancing women’s rights and their access to safe abortion care in India, working with governments, organizations and media at the national and state levels.
It is a role requirement that the job holder must fully comply with, promote and live FRHS India’s COREVALUES.
Mission driven Client centered Accountable Courageous Resilient Inclusive
JOB SUMMARY
The Procurement and Admin Executive will assist Manager- Admin & Finance based at FRHS India Patna, Bihar, with every aspect of operations in the Procurement and General Administration. S/he holds specific responsibility to handle Procurement, administration at state level.
KEY RESPONSIBILITIES
Procurement and Supply chain management
• Preparing procurement plans, vendor analysis, purchase order follows up, supply systems, quality checks, and settlements.
• Preparing district wise requirements of medical consumable, Printing Materials-IEC & Medical Instruments, equipment’s on the basis of Purchase request form received from team.
• Actively working on the Purchase Request Forms received from districts offices and other departments.
• Inviting Quotations, making comparisons, doing negotiation for the new item purchase.
• Co-ordinate for tender process of high value items, Floating Enquiries, follow up for quotation submission.
• Follow up Vendors for timely Supply of items as per purchase order and distribution sheet.
• Identify the cause of any unreasonable delay in the achievement of milestones; and propose corrective action.
• Identify new vendors and optimize costs continuously.
• Ensuring submission of Monthly stock report from districts offices.
• Analysis of Stock consumption and confirmation from Store In charge and reconcile monthly stock report for resolving issue of discrepancies.
• Continuously monitor stock levels, stocking practices with a view to optimize costs and adherence to Marie Stopes protocols.
• Ensure proper handling of stock in districts & State offices and monitor through regular & surprise inspections.
• Train and review capabilities of stock In-charge and nurses
• Ensure proper supply of medical consumables, items, equipment’s & other materials to Districts office and project team members in collaboration with procurement officers.
• Coordinate with transport and courier partners for timely delivery of items.
• Manage the stocks of all consumables (medical, stationary, confectionary etc.) at state /districts level offices in coordination.
• Ensure all the invoices related to procurement to be submitted to Finance department along with supporting documents such as GRN, STF, Others
• Maintain procurement tracking sheet on regular basis.
Office Administration
• Organize office filling system, maintenance of inward-outwards stock registers.
• Ensure proper maintenance of office property which includes building, office furniture and equipment’s, computers etc. through regular monitoring and upkeep.
• Maintain records of all movable & immovable assets at HQ office and ensure assets register and asset numbering is up to date.
• Maintain proper filling system of reports and other papers registers and records of the state office.
• Ensure timely payments of utility bills of state office and its record keeping.
• Compiling fuel detail of all teams and preparing monthly fleet report.
• Assisting in establishment of proper admin, systems, structure, procedures to meet statutory requirement.
• Providing appropriate assistance during training/meeting/workshop for accommodation & logistics arrangement.
• Arrangement of taxi and accommodation for state office staff during travelling to district.
• Handling of Petty cash and timely settlement advances with Finance department.
QUALIFICATION AND EXPERIENCE
• Graduate/Post-Graduate with a minimum 3 – 4 years’ experience in Procurement /Supply chain /Office Administration.
• Working Experience in Procurement in the development sector/ Hospital.
SKILLS AND COMPETENCIES
• Excellent Communication and Analysis Skills
• Proactive, Well Planned, and Organized
• Should be open to feedback.
• Ability to take quick decisions.
• Cost Management Skills
• Strong interpersonal relationships both with internal as well as external customers and a tough Negotiator
• Result oriented.
• Should be patient and a good listener and be able to work under high pressure.
• Computer skills for data management & analysis
Note: Interested applicants can send their job application along with an updated CV at hr@frhsi.org.in OR they can apply at this link: https://forms.gle/vsATEqwPpKnaAS1o9
