Foundation for Reproductive Health Services India Hiring for Admin and Procurement Executive Job at Lucknow Full Time

JOB FRAME WORK

Organization Foundation for Reproductive Health Services India

Position Title Admin and Procurement Executive

Reporting To State Program Manager (Uttar Pradesh)

Number of Position 01

Location Lucknow (Uttar Pradesh)

Link to Apply https://forms.gle/vsATEqwPpKnaAS1o9

Background

Foundation for Reproductive Health Services India (FRHS India) is a registered not-for-profit organization operating since 2009. FRHS India is an affiliate of Marie Stopes International, a global organization providing personalized contraception and safe abortion services to women and girls.

MSI’s local teams of professionals are passionate about the work they do in communities across 37 countries. The high quality services we provide, give a woman the power to choose if and when she has children so that she’s free to pursue her plans and dreams for herself and her family. Our mission is “Children by Choice, not Chance”.

FRHS India is the No. 1 provider of Clinical Family Planning services in private and Non-profit sector in the country. We provide quality family planning and safe and legal abortion services to women in need, through multiple channels that comprise of our own clinics, clinical outreach teams and public sector support to Government facilities. We are currently working in the states of Rajasthan, Bihar and Uttar Pradesh in Public Private Partnership (PPP) with state governments. In 2021, our teams directly provided family planning choices and quality services to over 171,747 clients that delivered a

Couple Year Protection (CYP) of over 2.13 million.

It is a role requirement that the job holder must fully comply with, promote and live FRHS India’s

CORE VALUES.

Mission driven Client centered Accountable Courageous Resilient Inclusive

JOB SUMMARY

The Admin and Procurement Executive will report to State Program Manager (Uttar Pradesh), with every aspect of operations in the General Administration and Procurement. S/he holds specific responsibility to provide support in all administrative tasks, Procurements and MIS.

KEY RESPONSIBILITIES

Office Administration

• To organize office filling system, maintenance of inward-outwards registers, receipt and dispatches of correspondence, maintenance of office library etc.

• Ensure proper maintenance of office property which includes building, office furniture and equipment’s, computers etc. through regular monitoring and upkeep.
• Maintaining records of all movable & immovable assets at state office, district offices and ensure assets register and asset numbering is up to date.
• Computerize the office management functions and it’s monitoring.
• To maintain proper filling system of reports and other papers registers and records of the programme regularly. Maintain updated telephone and address book. To supervise and monitor the Housekeeping staff.

General Administration

• Ensure and assist the Finance Officer in opening of all staff salary accounts.
• Supporting in implementation of Administrative Policy Guidelines.
• Assisting in application of Administrative Instructions, rules and regulations, policies and practices.
• Assisting in establishment of proper admin, systems, structure, procedures to meet statutory requirement.
• Ensure all organisational assets including equipment’s, vehicles and other moveable and fixed assets in all offices are insured at all times.
• Support and coordinate for travel/tickets, cab/taxi and stay arrangements of Project staff and visitors as per travel request raised
• Negotiate the best rates and deals available in the markets for travel and lodging.

• Maintain the petty cash, ensure that the cash balance tallies with the daily book balance.
• Ensure timely replenishment of petty cash for smooth transaction of cash in case of petty procurements
• Supporting in implementation of Administrative Policy Guidelines.
• Supporting to Procurement Officer for all the rent renewals and new offices premises lease deed.
• Assisting in application of Administrative Instructions, rules and regulations, policies and practices.
• Management of fleet of ambulances located in district offices. Management of insurance, fitness and repair of ambulances. Prepare fleet management reports and maintaining files and records.
• Provide support to HO in insurance claims for all assets, employees etc.
• Support and coordinate for travel/tickets, cab/taxi and stay arrangements of Project staff and visitors as per travel request raised
• Providing appropriate assistance to MSI Official visitors, events management and administrative support to all meetings / conferences and official receptions.
• Negotiate the best rates and deals available in the markets for travel and lodging.

Procurement and Supply chain management

• Assist in preparing procurement plans, vendor analysis, purchase order follow up, supply systems, quality checks, and settlements
• Identify the cause of any unreasonable delay in the achievement of milestones; and propose corrective action.
• Identify new vendors/Referral Hospitals and optimise costs continuously

• Continuously monitor stock levels, stocking practices with a view to optimise costs and adherence to Marie Stopes protocols
• Conduct regular stock and procurement audits and surprise inspections
• Train and review capabilities of stock officers and nurses.

• Ensure proper supply of stationary, consumables, items, equipment’s & other materials to project team members in collaboration with procurement officers.
• Manage the stocks of all consumable (medical, stationary, confectionary etc.) at state

/field level offices in coordination.

QUALIFICATION AND EXPERIENCE

• Graduate/Post Graduate with a minimum 3 – 4 year of work experience in General

Administration / Procurements / Data Analysis is Essential.

• Sound knowledge and prior experience in accounting and administration in health sector or social sector in NGO setting.
• At least 2 years of relevant experience in NGO environment.
• Good analytical skills & knowledge.

SKILLS AND COMPETENCIES

• Good interpersonal and communication skills (both oral and written)
• Ability to work without close supervision or should be self-driven
• Proven ability to interpret verbal, written and numerical data
• Ability to work in a team as part of the team
• Hard working and willing to additional time if required.

Attitude and Motivation:

• Flexibility, Drive and enthusiasm.
• Ability to remain calm in a pressurized environment and able to give long hours to the office
• Maintain Confidentiality, friendly, helpful, warm and caring manner.

Job Type: Full-time

Salary: ₹20,000.00 – ₹25,000.00 per month

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Uttar Pradesh, Lucknow – 226010, Uttar Pradesh: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor’s (Preferred)

Experience:

• total work: 2 years (Required)
• Admin: 3 years (Required)