coordinator - Admin, Procurement & Finance

About Bal Raksha Bharat

Bal Raksha Bharat is India’s leading independent child rights NGO. As of 2024, it works in 16 Indian states and 3 UTs and has changed the lives of more than 16 million Indian children since 2008. Our projects are implemented in the remotest corners of India and urban areas to provide quality education and healthcare, protection from harm and abuse and life-saving aid during emergencies to children. A major aspect of Bal Raksha Bharat's work is to engage with and empower the most marginalised communities of India. We take children’s voice to the platforms where it matters the most. We engage with the Government to drive policy change in the best interest of children. Globally, Bal Raksha Bharat is present in more than 80 countries and works to improve the situation of children living there. We're poised to reach 4 million of the most deprived children of India in the period 2022-2024.

Job Purpose:

Admin & Procurement Coordinator:

The person recruited for this position will be the overall responsible for Admin & Procurement role at State Programme Office catering to Karnataka and Tamil Nadu. 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:

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 good 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
• Provide Procurement support for events – venue selection, printing, distribution etc.
• 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
• Programme Team
• Donor within and outside India
• Government Departments
• Municipal Corporation Officials/PRI

Other important features or requirements of the job:

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
• Team player

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
• Sound IT skills: word processing, spreadsheet, email
• 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 to achieve established goals
• 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
• Respect for deadlines
• Attention to details
• Ability to work long hours under pressure
• Team player
• Willingness for extensive travel within and in the state

For more information, please check the link:  coordinator - Admin, Procurement & Finance

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