Procurement Specialist

We are seeking a Procurement Specialist to 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 dollar saved in procurement means more resources for our beneficiaries.You will manage the entire procurement cycle from vendor identification to final delivery, ensuring we get the best value while maintaining quality and compliance.Key Responsibilities: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 availabilityBuild and maintain strong vendor relationships while ensuring competitive pricingVerify vendor credentials, registrations and compliance requirementsMaintain updated vendor database with performance ratingsComparative Analysis & NegotiationPrepare detailed comparative statements for all procurement above threshold limitsObtain multiple quotations (minimum 3) and conduct thorough technical and financial analysisLead price negotiations with vendors to secure best rates without compromising qualityEvaluate total cost of ownership including warranties, after-sales service, delivery termsDocument negotiation outcomes and price justificationsPurchase Processing & DocumentationProcess purchase requisitions from various departments and project teamsPrepare purchase orders with complete specifications, terms and conditionsEnsure all procurement follows organizational policies and donor compliance requirementsMaintain systematic filing of quotations, comparative statements, POs, invoices and delivery challansTrack order status and coordinate timely delivery across multiple locationsQuality Assurance & Delivery ManagementInspect delivered goods/services to ensure compliance with specificationsCoordinate with requesting departments for quality verification and acceptanceHandle discrepancies, returns, replacements and warranty claimsEnsure proper documentation of goods receipt notes and handover processesCompliance & ReportingEnsure adherence to organizational procurement policies and donor guidelinesMaintain audit-ready documentation for all transactionsPrepare periodic procurement reports and spend analysisSupport internal and external audits with required documentationFlag any irregularities or compliance concerns to managementBudget & Cost ManagementWork within approved budgets and flag any budget deviations proactivelyTrack procurement expenses against project budgetsIdentify cost-saving opportunities through bulk purchasing, annual contracts, etc.Maintain transparency in all financial dealingsEssential Qualifications:Graduate/Post-graduate in Commerce, Business Administration, Supply Chain Management or related field3-5 years of hands-on procurement experience, preferably in NGO/development sector or healthcare organizationsStrong understanding of procurement processes, vendor management and contract negotiationsProficiency in MS Office, especially Excel for comparative analysis and data managementKnowledge of GST, basic taxation and vendor compliance requirementsMust-Have Traits & Skills:Integrity above all - uncompromising honesty in all vendor dealings and financial transactions; resistant to any unethical practicesSharp negotiation skills - confident in driving hard bargains while maintaining professional vendor relationshipsAnalytical mindset - ability to process multiple quotations, compare technical specifications and make sound recommendationsAttention to detail - catches discrepancies in quotes, ensures specifications match requirements, maintains accurate documentationMarket knowledge - understands pricing trends, quality standards and knows where to source specialized itemsProactive approach - anticipates requirements, follows up persistently, doesn't need constant supervisionCommunication skills - clear in specifications, firm in negotiations, diplomatic in vendor managementMulti-tasking ability - handles diverse procurement needs simultaneously across different projects and locationsSocial sector understanding - appreciates the mission-driven nature of NGO work and the importance of value for moneyProblem-solving skills - finds solutions when specific items aren't available or budgets are tight