coordinator - Admin, Procurement & Finance

Balrakshabharat; Chennai District; On-site; INR 350,000 - 550,000; Full time

Job summary

Save the Children in India seeks an Assistant - Admin & Procurement for its State Programme Office in Chennai to oversee admin HR, finance and procurement operations.

The successful candidate will manage procurement, vendor relations, office administration, and travel arrangements while ensuring compliance with SOPs.

Experience in NGO admin, strong communication, and ability to work with multiple stakeholders is essential.

Qualifications

• Graduate with good academic record.
• Excellent verbal and written communication in English and local language.
• Experience in admin and procurement in development NGO sector preferred.

Responsibilities

• Organize procurement of consumables / stationery for the state office and monitor use per SOP.
• Prepare procurement plans in coordination with Operations Team.
• Maintain vendor lists and comply with Procurement Policy.
• Attend to admin SOPs and manage office stock and equipment.
• Coordinate travel and arrangements for state staff and visitors.
• Support IT service providers and liaison with external agencies.

Skills

Communication skills

Interpersonal skills

Team coordination

Negotiation

Education

Graduate with good academic record

Tools

MS Office

Job description

Job ID - 1075

Job Description

JOB DESCRIPTION

Job Title

Assistant - Admin & Procurement, KNTN

Grade

I

Department

Programme

Reporting to

Manager-Projects TN (South

Location

Field Office, Chennai

No. of Positions

01

Background:

Save the Children is a leading, international child rights organisation, with a presence across 120 countries. Founded in 1919 by Eglantyne Jebb, SC since inception is dedicated to reaching out to the most vulnerable and marginalised children, ensuring they survive, learn and are protected. Today, it is India's leading independent child rights not for profit working across 20 states. Started in 2008 in India, and registered as 'Bal Raksha Bharat', we have changed the lives of more than 13 million children till date.

• Mission Statement - To inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives.
• Our Vision - Build a world in which every child attains the right to survival, protection, development and participation.
• No child dies before his/her 5th birthday due to preventable cause
• All children learn from a quality basic education
• Violence against children is no longer tolerated

In India, Save the Children work across five core themes; Health & Nutrition (Child Survival), Education, Child Protection, Humanitarian Response, Disaster Risk Reduction and Child Poverty in collaboration with the various government departments, civil society organizations, and communities. Save the Children works for an India in which every child attains the right to survival, protection, development and participation. It is aligned with Save the Children's global breakthroughs by 2030-

Project Goal: By 2023, 9300 girls and boys (3-18years) from waste picking families/neighbouring communities across the five target slum locations will have access to quality basic education resulting in reduction of absenteeism, reduction in girls dropout rate and overall improved and increased opportunities to learn

The target locations: 5 clusters (1) Ramamurthy Nagara (2)Shivajinagar (3) Sumanahalli, (4) KR Market (5) Banashankari. These five clusters are located in close proximity to each other, and have been identified basis our understanding from other local Community-Based-Organisations (CBOs) that these locations constitute high concentration of waste-picking families.

Save the Children will employ a system strengthening approach to ensure learning at Anganwadi, Schools, at Homes and in the Communities. In the short term horizon (3-5yrs), to ensure that no child is left behind, Save the Children will also pilot two strategic platforms that will complement the existing education institutions as currently the available institutions are very few and don’t address the comprehensive needs of children who are irregular/dropped-out/never-been-to-school, especially girls by undertaking various activities though out the project cycle to meet the objective of the project.

Job Purpose:

The person recruited for this position will be the overall responsible for Admin & Procurement role at State Programme Office catering to Karnataka and Tamilnadu. Main role is to coordinate the functions of Admin & HR, Finance and Programme Operations. The person will directly report to the Senior Manager-Projects at State Programme Office. Quality procurement, Procurement arrangements, coordinating supporting HR functions, organize procurement of services/goods/consumables / stationery supplies as required for the state office and monitor its use as mandated by Standard Operating Procedure (SOP). Overall responsible for Office administration and smooth transaction with safety and security of SPO.

Role & responsibilities:

Type of work

Support Procurement and Supply Chain in SPO:

• Organize procurement of consumables / stationery supplies as required for the state office and monitor its use as mandated by Standard Operating Procedure (SOP)
• Support in preparing Procurement Plan in coordination with Operations Team
• Ensure that vendor list is updated and Procurement Policy is followed
• Negotiate to get best value for goods and services.
• Ensure effective and accountable procurements support to the field team

Support in ensuring smooth administrative services at the SPO

• Adherence to Admin SOP
• Maintain stock register of consumables and office equipment
• Coordinate maintenance of all office equipment and utilities
• Maintain communication with other SC BR offices through e-mail, fax, courier and post
• Support in ensuring timely payments to Vendors

Travel and Procurement Arrangement

• Organize travel and stay for state staff visiting outside and for visitors to the state
• Provide support in organizing workshops / seminars initiated in the state
• Provide support during any emergency
• Ensure management of vehicles and appropriate allocation and their safe use.

Other responsibilities

Management of Records and Assets at SPO

• Maintain all personnel records, leave records, performance reviews reports, promotions, transfers
• Maintaining the filing system in their respective locations
• Manage the IT service provider
• Provide assistance to other units in liaising with external agencies and Government offices for administrative work
• Coordinate assisting administrative support during emergency responses, as required by the team coordinating relief work

Others:

• Coordinate with Programme Team to make their procurements (Service and products) as per the programs/project requirements
• Orientation of procurement procedures to the program teams
• Review of PR requests and processing the procurements
• Ability to operate and promote cost-effective procurements to maximize resources for children
• Undertake additional responsibilities as and when assigned in the best interests of the children
• Contribute to a positive working environment.
• Promote the work of Save the Children – communicating, both internally and externally, in an accurate, sensitive and motivating fashion
• Adhering to financial norms and procedures of Save the Children
• Other ad hoc duties as required in line with your skills, experience and role

Line Management responsibility

Key relationships

Internal stakeholders

External stakeholders

Donor within and outside India

Government Departments

Other key features or requirements of the job

Essential (Required) Desirable (Asset)

Experience

• 5-6 years of experience of working in development sector with Admin and Procurement domain
• Experience in working with Children in street situations are high priority
• Excellent verbal, written and communication skills, fluency in local language (Kannada) & English
• Self-motivated & ability to work in a team
• Minimum 5 years of experience in NGOs in similar field.
• Reporting Skills and partial Computer skills

Qualifications

• Graduate with good academic record.
• Good communication and PR skills

Skills & Knowledge

• Strong interpersonal skills
• Should have a good understanding of project management and willingness/ability to work with multiple stakeholders
• Excellent proposal writing skills
• Excellent communication and presentation skills
• Excellent knowledge of Office IT packages: Word, Excel, PowerPoint
• Willingness to travel
• Willingness to work irregular hours when the job dictates (such as for events, in emergency response times etc.)
• Strong commitment to the aims and objectives of Save the Children
• Ability to travel frequently to project sites
• Strong verbal and written communication skills in regional language
• Good skills in basic computer applications

Personal Attributes

• Excellent communication, interpersonal, and negotiation skills
• Ability to work long hours and under pressure, when necessary
• Good relationship building, able to get things done at all levels
• Strong team skills. Willing to cooperate with others and work in a participatory manner
• High level of professionalism in conduct
• Willingness to abide by Save the Children’s Code of Conduct and Child Protection Policy
• Commitment to and understanding of SC BR’s aims, values and principles
• High degree of professional and personal integrity
• Positive attitude: High motivation, proactive & flexible-yet-uncompromising
• Quick learner
• Ability to work long hours under pressure
• Willingness for extensive travel within and in the state

Key Competences required for the job (the four most important):

• Leading & Inspiring others
• Delivering results
• Developing self and others
• Problem Solving and decision making
• Innovating and adapting
• Working effectively with others
• Communicating with Impact
• Networking
• Applying technical and professional expertise

Child Safeguarding:

Recruitment and selection procedures, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Save the Children aims to be an equal opportunity employer. We welcome all applications irrespective of age, race, colour, gender, disability, sexual orientation, religion, belief or creed. Women candidates are encouraged to apply. We are also open to applications from people who want to work flexibly.