JOB DESCRIPTION

Procurement and Administrative Officer, International

Union Against Tuberculosis and Lung Disease (The Union), New Delhi

1. POSITION(S) VACANT: Procurement and Administrative Officer, International Union Against Tuberculosis and Lung Disease (The Union), New Delhi

2. ORGANIZATION BACKGROUND:

The International Union Against Tuberculosis and Lung Disease (The Union) is an international membership, technical and scientific organisation, headquartered in Paris, France. Established in 1920, The Union is committed to a healthier world for all, free of tuberculosis and lung disease. 

The Union has been working to improve health for people in low and middle-income countries, by conducting scientific research, and working with governments and other agencies, to translate research into better health for people around the world, and delivering projects directly in the field, driving change to ensure the best quality care.

For more information about The Union, please visit https://theunion.org/
 

About the Project:

“The Axshya Plus Project” is a Global Fund supported Grant for a period of three years. This project is a new intervention in the field of TB prevention, aligned with two of the four strategic pillars of India’s National Strategic Plan 2017-2025 to “Prevent TB” through contact tracing, management of Latent TB Infection (LTBI) and air borne infection control and “Build TB” by carrying out research in different areas through technical assistance. Project Axshya Plus primarily focuses on Latent TB infection-diagnosis and treatment under programmatic conditions.

Besides this, the Project works in close coordination with the National TB program to strengthen multisector engagement to make the country TB Free by 2025. Project activities are being implemented in seven states (Assam, Chhattisgarh, Himachal Pradesh, Jharkhand, Maharashtra, Madhya Pradesh and West Bengal) and 100 districts, with gradual scale-up in year two and three of implementation.

3. JOB DESCRIPTION/ RESPONSIBILITIES:

Reporting to the Manager- Procurement, the Procurement and Administration Officer (PAO) shall be located at The Union’s Delhi Office and support the Axshya Plus Project in all Procurement and Administration matters, in close coordination with the Project Director. Key responsibilities of the PAO are discussed in subsequent paragraphs.

Key Roles and Responsibilities:

(A) Procurement:

(1) Inventory Management: Set up and maintain inventory for all fixed asset items, apart from rolling inventory for consumables;
(2) Manage the procurement tracker, from initiation of requirement till payment settlement;
(3) Identify vendors for supplies/ services, obtain quotes from vendors, compare quotations,  assist in the selection of vendors and prepare purchase/ work orders after approval of the selection of vendor(s);
(4) Liaise with Vendors/ Service Providers for stationery, daily office supplies, courier services, etc. Also liaise with vehicle service providers for all vehicle hiring related arrangements;
(5) Maintain the filing system for all papers generated in the office and set-up appointments and meetings with Vendors/ Service Providers.

(6) Identify suitable office space for field offices and provide necessary support for their establishment;
(7) Coordinate with colleagues in providing logistics support for all training programs organised by The Union South-East Asia (USEA) office;
(8) Ensure regular monitoring of office maintenance.

(B) Administration:

(1) Ensure updated policies and SOPs are in place and applied consistently to improve administrative practices and policies;

(2) Support the implementation of relevant policies and processes, ensuring a high customer focus (as and when executed by the Central Ops team);

(3) Ensure the empanelment of suitable vendors for different needs of the office. Seek regular feedback from units on vendor performance and take corrective action, as necessary;

(4) Regularly liaise with designated persons in Units/ Projects, to prepare projections of their administration related need for supplies/ services;

(5) Design and implement suitable MIS formats for all administration, procurement, and travel related functions, and review these periodically, to generate insights for improvement in the efficiency and effectiveness of services;

(6) Ensure the timely release of RFPs for the procurement needs of the office. Ensure record keeping of all important communications and reports;

(7) Oversee provision of administrative services to USEA staff including housekeeping, logistics support for office events etc.;

(8) Oversee asset and inventory management. Manage the maintenance of all fixed assets of the organisation, including codification, and periodic updation of records; Ensure proper inventory management of materials/ goods, including the timely preparation and submission of periodic inventory reports; Coordinate periodic physical verification of assets/ inventory items;

(9) Oversee functioning of the USEA Office, including payment of utility bills, asset management, vehicle management and reception management;

(10) Perform other relevant duties as assigned by the Supervisor and/or Regional Director of the USEA Office.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualification:
Applicants must be MBAs, or have a post-graduate diploma in Logistics, Materials Management, Supply Chain Management, Procurement, or equivalent.

Experience:
Applicants must have a minimum of five years’ experience, with at least three years in a similar role, preferably in the development sector.

Skills and Competencies:
(1) Excellent writing skills with a proven ability to write with clarity, strong interpersonal and communications skills;
(2) Self-motivated with the ability to set and achieve goals;
(3) Flexibility and willingness to work on a range of tasks;
(4) Ability to plan, prioritise and multitask under tight deadlines;
(5) Ability to learn quickly and flexibility to adapt to changing needs and urgent projects;
(6) Detail-oriented with the ability to work independently;
(7) Working knowledge of Microsoft Office applications including Excel, Word, PowerPoint and Outlook.

5. COMPENSATION OFFERED:

Gross compensation for the position is attractive. Please note that the offer made to the selected candidate shall be commensurate with qualifications, experience, and salary history.

6. LOCATION: New Delhi

7. REFERENCE: PAO-UNION

8. CONTACT INFORMATION:

Team SAMS
Strategic Alliance Management Services P Ltd.
1/1B, Choudhary Hetram House, Bharat Nagar
New Friends Colony, New Delhi 110 025
Phone Nos.: 011- 2684 2162; 4165 3612

10. APPLICATION PROCESS:

Eligible candidates interested in the position are requested to apply using the link https://recruitment.samshrm.com/JOBS/UNION by or before February 3, 2022.