Assistant Manager, Administration and Procurement

1. POSITION VACANT:
Assistant Manager, Administration and Procurement, Sightsavers India, Delhi

2.ORGANIZATIONAL BACKGROUND:

Sightsavers India  has been operating for over 59 years since its establishment in 1966 in India.

Throughout its history, it has made a significant impact in the field of eye health and disability inclusion. The organisation has played a crucial role in preventing avoidable blindness and promoting disability inclusion.  Sightsavers India  has conducted numerous eye health programs, surgeries, and treatments, reaching millions of people in need.

3.

JOB DESCRIPTION / RESPONSIBILITIES:

Reporting to  Senior Director, Programme Outreach, Resource Mobilisation & Corporate Services,  the  Assistant Manager, Administration and Procurement  ( AM-AP ) will be responsible for leading ethical, efficient, and cost-effective procurement and administrative operations in support of  Sightsavers   India  programmes and objectives. The role oversees end-to-end procurement of goods and services, office administration, vendor and asset management, logistics, events, safety and security measures, and statutory compliance, ensuring alignment with organisational policies, budgets, and quality standards.

The incumbent will institutionalise planner-based procurement, establish and manage a centralised vendor management system, and negotiate and oversee long-term contracts to ensure value for money. The role also focuses on strengthening administrative services through disciplined, transparent, and auditable processes, managing teams and service providers, and working closely with cross-functional teams to ensure timely delivery, operational continuity, and optimal utilisation of organisational resources.

Key

Job Responsibilities:

(A) Office Administration (30%)
(1) Develop and implement administrative procedures to improve efficiency, cost control, and compliance.
(2) Ensure maintenance and upkeep of office premises, equipment, and IT assets.
(3) Maintain updated asset registers and tagging across all locations.
(4) Liaise with government authorities for registrations, licences, and compliance.
(5) Manage vendors, including rate analysis, negotiations, and contract management.
(6) Review vendor performance and contracts for value and compliance.
(7) Manage insurance coverage, renewals, and claims.
(8) Maintain administrative records, statutory registers, and documentation.
(9) Organise meetings, workshops, and events within budget.
(10) Ensure a safe and functional workplace environment.
(11) Issue purchase orders and contracts as per policies and approvals.
(12) Coordinate with Finance on budgeting, cost tracking, and expenditure control.
(13) Oversee petty cash management.
(14) Ensure timely renewal/closure of vendor and lease contracts.
(15) Provide admin orientation to new joiners and create travel portal access.
(16) Update and institutionalise Administration & Procurement SOPs.
(17) Supervise Office Assistants and daily operations.

(B) Procurement & Supply Chain
(1) Develop and implement the annual procurement plan aligned with programme needs and budgets.
(2) Execute procurement in coordination with departments to ensure timely delivery.
(3) Ensure compliance with procurement SOPs, donor rules, and statutory regulations.
(4) Implement transparent vendor selection and bidding processes.
(5) Maintain a centralised database of vendors, equipment, and benchmark rates.
(6) Coordinate IT-related procurement with the ICT team.
(7) Establish long-term/rate contracts for recurring requirements.
(8) Review procurement documentation and approval workflows.
(9) Lead vendor empanelment, due diligence, and performance reviews.
(10) Process procurement requests and issue purchase orders.
(11) Monitor delivery, quality checks, and coordinate timely vendor payments.
(12) Support audits and implement corrective actions.
(13) Support lease negotiations and office setup procurement.

(C) Travel Management
(1) Arrange domestic and international travel, including visas and documentation.
(2) Manage travel logistics ensuring cost efficiency and policy compliance.
(3) Prepare itineraries for leadership, donors, and visitors.
(4) Ensure compliance with Travel & Security policies and risk protocols.
(5) Coordinate approvals and support travel contingencies.
(6) Empanel and review travel vendors and service providers.

(D) Safety & Security
(1) Implement and monitor organisational safety and security policies.
(2) Brief international visitors on security protocols.
(3) Issue travel security advisories based on risk assessments.
(4) Collect and disseminate security information for decision-making.
(5) Conduct safety trainings and mock drills.
(6) Support Safety & Security Committee functioning.
(7) Maintain and update security guidelines.
(8) Ensure safe transport and accommodation for official travel.

(E) Safeguarding
(1) Ensure safeguarding principles are followed in programme activities.
(2) Communicate safeguarding requirements to partners, vendors, and suppliers.

4. QUALIFICATIONS,…