Procurement Assistant

1 week ago

Delhi Delhi, India Wadhwani AI Full time

**SUMMARY**

The Procurement Assistant supports the procurement team in sourcing, purchasing, and managing supplies, equipment, and services required by the organization. This role involves coordinating with vendors, maintaining procurement records, and ensuring compliance with organizational and legal standards.

**Location - Delhi**

Wadhwani AI is a nonprofit institute building and deploying applied AI solutions to solve critical issues in public health, agriculture, education, and urban development in underserved communities in the global south. We collaborate with governments, social sector organizations, academic and research institutions, and domain experts to identify real-world problems, and develop practical AI solutions to tackle these issues with the aim of making a substantial positive impact.

We have over 30+ AI projects supported by leading philanthropies such as Bill & Melinda Gates Foundation, USAID and Google.org. With a team of over 200 professionals, our expertise encompasses AI/ML research and innovation, software engineering, domain knowledge, design and user research.

In the Press:

- Our Founder Donors are among the Top 100 AI Influencers
- G20 India’s Presidency: AI Healthcare, Agriculture, & Education Solutions Showcased Globally.
- Unlocking the potentials of AI in Public Health
- Winner of the H&M Foundation Global Change Award 2022
- Sole Indian Winners of the 2019 Google AI Impact Challenge, and the first in the Asia Pacific to host Google Fellows

**ROLES AND RESPONSIBILITIES**

1. Procurement Support
- Assist in sourcing suppliers, vendors, and service providers based on organizational needs.
- Prepare and issue purchase orders (POs) and request for quotes (RFQs).
- Follow up with vendors on order status, delivery schedules, and documentation.
- Ensure timely procurement of goods and services to avoid delays in operations.

2. Vendor Coordination
- Maintain relationships with existing vendors and source new ones as needed.
- Verify vendor credentials, certifications, and compliance with procurement policies.
- Resolve any disputes or discrepancies with vendors related to orders, deliveries, or
- payments.

3. Documentation and Record-Keeping
- Maintain and update procurement records, including purchase requests, orders,
- contracts, and invoices.
- Ensure accurate documentation of procurement activities for audits and reporting.
- Organize and archive procurement-related correspondence and approvals.

4. Compliance and Quality Assurance
- Ensure all purchases comply with organizational policies and budgetary guidelines.
- Verify the quality and quantity of goods or services received against orders through
- the requestors.
- Address non-compliance issues or substandard deliveries with vendors.

5. Communication and Coordination
- Liaise with internal departments to understand procurement needs and
- specifications.
- Respond to queries related to procurement processes and status updates.
- Coordinate with finance teams for payment processing and budget reconciliations.

**REQUIREMENTS**
- Education: High school diploma or equivalent; a degree in Business Administration,Supply Chain Management, or a related field is preferred.
- Experience: 1-2 years of experience in procurement or supply chain roles.

**Skills**:

- Proficiency in MS Office Suite (Excel, Word, Outlook).
- Familiarity with procurement software or ERP systems is an advantage.
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Basic understanding of procurement principles and practices.

Key Competencies:

- Attention to Detail: Accuracy in documentation and record-keeping.
- Negotiation Skills: Ability to liaise with vendors for favorable terms.
- Problem-Solving: Proactively address issues with orders or vendors.
- Time Management: Prioritize tasks to meet procurement deadlines.
- Team Collaboration: Work effectively with colleagues across departments.

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