Purchase Manager

Position: Purchase Manager Location: New Delhi Department: Purchase / Procurement Employment Type: Full-Time
About Smile Foundation: Smile Foundation works for the welfare of underprivileged children and their families through intensive programs focused on education, healthcare, skilling and women empowerment and Empowering Grassroots. Started in 2002 by a group of young corporate professionals, today Smile has evolved into a national level development organization impacting lives of over 2 million underprivileged children and their families with project presence in 27 states across India,10 offices in strategic locations and over 650 employees, besides countless volunteers, well- wishers and supporters. The organization also holds Special Consultative Status with United Nation’s Economic & Social Council (ECOSOC), accredited with global organizations like GuideStar, United Way, CAF America, Give2Asia and many more. Furthermore, continuously for past Six years Smile is a Great Place to Work © Certified organization and is considered ‘Gold Standard’ in identifying and recognizing Great Workplace Cultures. Currently SF has been implementing projects worth Rs 80 Crore across India directly or with the help of grassroot organizations, primarily CSR funded projects of varied scale both in urban slums and rural areas including aspirational districtsin thematic areas mentioned above. The wealthof knowledge emanatedfrom the same is immense, howeverthe same is grouped in systematic manner which can be used for pitchingfor large projects of long term in natureleading to data driven knowledge products which can be furtherused in creating large scale impact. Visit our website to know more about us and our latest development : www.smilefoundationindia.org (http://smilefoundationindia.org)
Role Purpose: We are looking for an experienced and commercially astute Purchase Manager to manage end-to-end procurement of goods and services across programme, CSR, project and administrative requirements. The incumbent will be responsible for ensuring competitive sourcing, value for money, timely procurement, vendor development, effective negotiations, documentation and compliance , while maintaining high standards of transparency and integrity. The ideal candidate will be a hands-on procurement professional with strong commercial acumen, excellent negotiation capabilities and sound understanding of procurement governance . The individual should be comfortable managing multiple procurements simultaneously and dealing with diverse stakeholders, vendors and project requirements across locations.
The role requires an individual who can balance cost, quality, timelines, compliance and programme requirements while maintaining transparency and strong procurement controls.
Key Responsibilities:
- Manage the end-to-end procurement cycle , from receipt of approved requirements through sourcing, RFQ/RFP, evaluation, negotiation, PO/WO issuance, delivery and closure.
- Review purchase requisitions/MRFs and ensure specifications, quantities, budgets, delivery locations and timelines are adequately defined.
- Identify, evaluate, develop and maintain a strong network of OEMs, manufacturers, authorized dealers, suppliers and service providers .
- Float RFQs/RFPs, obtain competitive quotations and prepare technical/commercial comparative statements .
- Lead commercial negotiations covering pricing, payment terms, delivery, warranty, AMC/CMC, transportation, installation, commissioning, training and after-sales support.
- Ensure procurement decisions consider quality, compliance, service capability and total cost of ownership , in addition to price.
- Prepare and manage Purchase Orders, Work Orders, rate contracts and procurement-related agreements.
- Manage diverse CSR and project procurements , including educational materials, IT equipment, healthcare/medical equipment, specialized vehicles, water systems, furniture, infrastructure and other programme requirements.
- Coordinate with user/technical teams for evaluation of specialized requirements and ensure technical specifications are appropriately approved.
- Monitor delivery, installation, commissioning and acceptance of goods/equipment.
- Track vendor performance, warranty obligations, service support and contractual commitments.
- Develop rate contracts and annual agreements for repetitive requirements and identify opportunities for procurement consolidation and cost optimization.
- Maintain complete procurement documentation to ensure audit readiness and process compliance .
- Prepare procurement MIS covering open requirements, POs, deliveries, savings, vendor performance and procurement turnaround time.
- Coordinate closely with Programme/Project Teams, Finance, Administration, IT, HR, technical teams and other internal stakeholders.

Qualification & Experience:
- Bachelor’s degree in Commerce, Business Administration, Supply Chain or related discipline.
- MBA/PGDM in Supply Chain, Operations or Materials Management would be preferred.
- Suggested experience: 5-10 years in procurement, purchase, strategic sourcing, commercial negotiation and vendor management.
- Exposure to NGO/development sector, CSR projects, healthcare, institutional or multi-location procurement would be an advantage.
- Experience with ERP/procurement systems and strong proficiency in MS Excel is desirable.

Key Skills:
- Strategic Sourcing & Procurement
- Commercial Negotiation
- Vendor Development & Management
- RFQ/RFP & Comparative Evaluation
- Purchase Order & Contract Management
- Cost Optimization
- Technical/Project Procurement
- Procurement MIS & Analytics
- Audit & Documentation
- Strong stakeholder management
- Excellent written and verbal communication
- High degree of integrity, accountability and attention to detail
Key Performance Areas: The role will focus on:
- Procurement turnaround time
- Cost savings and cost avoidance
- Competitive sourcing
- On-time vendor delivery
- Vendor performance
- PO/contract accuracy
- Procurement documentation and compliance
- Audit observations and timely closure
- Development of alternate vendors
- Rate-contract coverage
- Stakeholder satisfaction
Competencies:
- Time Management : Recognizes that time is a resource to be carefully allocated according to priorities that may be constantly changing.
- Strategic decision-making : Obtaining information and identifying key issues and relationships relevant to achieving a goal or vision; committing to a course of action to accomplish a goal or vision after developing alternatives based on logical assumptions, facts, available resources, constraints, and organizational values.
- Developing others : Planning and supporting the development of an individual’s skills and abilities so that they can fulfil current or future job/role responsibilities more effectively.
- Attention to Detail: Pays close attention to information that is overlooked or taken for granted by others. Prefers to look beyond the obvious and does not accept situations or take information at face value. Scrutinizes how things go together, making sure components are indeed aligned and appropriately interrelated.
- Decision Making : Identifying and understanding issues, problems, and opportunities; comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints, and probable consequences.
- Analytical Problem Solving: Analyzes information to understand relationships, patterns, and causes and effects, integrate data, and check facts. This is done with both qualitative and quantitative information, making rational and timely judgments on the basis of the information that is available
- Contributes to Team Performance: Is an engaged and integral member of a group, recognizing the need for group collaboration, empathy, consensual decision-making and respect for others.
How to Apply: Share your CV/Profile with a brief note (cover letter) telling why you find yourself a right fit for the role, by applying on- https://smilefoundation.keka.com/careers/jobdetails/90744 Please Note: Only shortlisted candidates would be contacted by the Human Resources Team