Procurement Executive

About the Role: We are seeking a hands-on, detail-oriented Procurement Executive who will be the backbone of our purchasing operations across all locations and projects. This role requires someone who combines sharp negotiation skills with unwavering integrity—someone who understands that every rupee saved in procurement means more resources for our beneficiaries. You'll manage the entire procurement cycle from vendor identification to final delivery, ensuring we get the best value while maintaining quality and compliance. Key Responsibilities: Vendor Management & Sourcing - Identify, evaluate and empanel vendors for diverse requirements—medical equipment, office supplies, IT hardware, program materials, vehicles, construction/civil work, furniture, stationery, etc. - Conduct regular market surveys to stay updated on pricing, quality and availability - Build and maintain strong vendor relationships while ensuring competitive pricing - Verify vendor credentials, registrations and compliance requirements - Maintain updated vendor database with performance ratings Comparative Analysis & Negotiation - Prepare detailed comparative statements for all procurement above threshold limits - Obtain multiple quotations (minimum 3) and conduct thorough technical and financial analysis - Lead price negotiations with vendors to secure best rates without compromising quality - Evaluate total cost of ownership including warranties, after-sales service, delivery terms - Document negotiation outcomes and price justifications Purchase Processing & Documentation - Process purchase requisitions from various departments and project teams - Prepare purchase orders with complete specifications, terms and conditions - Ensure all procurement follows organizational policies and donor compliance requirements - Maintain systematic filing of quotations, comparative statements, POs, invoices and delivery challans - Track order status and coordinate timely delivery across multiple locations Quality Assurance & Delivery Management - Inspect delivered goods/services to ensure compliance with specifications - Coordinate with requesting departments for quality verification and acceptance - Handle discrepancies, returns, replacements and warranty claims - Ensure proper documentation of goods receipt notes and handover processes Compliance & Reporting - Ensure adherence to organizational procurement policies and donor guidelines - Maintain audit-ready documentation for all transactions - Prepare periodic procurement reports and spend analysis - Support internal and external audits with required documentation - Flag any irregularities or compliance concerns to management Budget & Cost Management - Work within approved budgets and flag any budget deviations proactively - Track procurement expenses against project budgets - Identify cost-saving opportunities through bulk purchasing, annual contracts, etc. - Maintain transparency in all financial dealings Essential Qualifications: - Graduate/Post-graduate in Commerce, Business Administration, Supply Chain Management or related field - 3-5 years of hands-on procurement experience, preferably in NGO/development sector or healthcare organizations - Strong understanding of procurement processes, vendor management and contract negotiations - Proficiency in MS Office, especially Excel for comparative analysis and data management - Knowledge of GST, basic taxation and vendor compliance requirements Must-Have Traits & Skills: - Integrity above all - uncompromising honesty in all vendor dealings and financial transactions; resistant to any unethical practices - Sharp negotiation skills - confident in driving hard bargains while maintaining professional vendor relationships - Analytical mindset - ability to process multiple quotations, compare technical specifications and make sound recommendations - Attention to detail - catches discrepancies in quotes, ensures specifications match requirements, maintains accurate documentation - Market knowledge - understands pricing trends, quality standards and knows where to source specialized items - Proactive approach - anticipates requirements, follows up persistently, doesn't need constant supervision - Communication skills - clear in specifications, firm in negotiations, diplomatic in vendor management - Multi-tasking ability - handles diverse procurement needs simultaneously across different projects and locations - Social sector understanding - appreciates the mission-driven nature of NGO work and the importance of value for money - Problem-solving skills - finds solutions when specific items aren't available or budgets are tight What Makes a Candidate Stand Out: - Experience procuring specialized items for health programs (medical equipment, diagnostic tools, medicines, etc.) - Knowledge of government procurement norms and GeM portal - Understanding of project-based procurement and donor compliance (CSR, foundation grants, government schemes) - Experience managing procurement for multiple locations simultaneously - Familiarity with inventory management systems - Network of reliable vendors across categories in Ahmedabad and Gujarat - Knowledge of Gujarati for local vendor interactions What We Value: - Honesty & Transparency: You understand that you're handling funds meant for social impact and treat every procurement decision with that responsibility - Value consciousness: You're not just looking for the cheapest option, but the best value—balancing quality, price, reliability and service - Ownership: You take pride in getting the best deals and ensuring smooth procurement operations - Team support: You understand that timely procurement directly impacts program delivery and beneficiary services Why This Role Matters: Your negotiation skills and ethical approach directly impact how much we can achieve with limited resources. Every percentage you save, every quality vendor you identify, every smooth procurement process you manage—all of this translates to better services for the communities we serve. If you have a keen eye for value, the confidence to negotiate firmly but fairly, and the integrity to handle this responsibility with complete transparency, this role is for you.