Procurement Coordinator

Procurement Coordinator

Job Description

Job Title: Procurement Coordinator
Department: Procurement
Reporting to: Sr. Manager – Procurement
Location: New Delhi (with travel, as required)
Duration: Initially six (06) months, extendable subject to satisfactory performance and organizational requirements

ABOUT PLAN INDIA

Plan India is a nationally registered not for profit organization striving to advance children’s rights and equality for girls, thus creating a lasting impact in the lives of vulnerable and excluded children and their communities. Since 1979, Plan India and its partners have improved the lives of millions of children and young people by enabling them access to protection, quality education and healthcare services, a healthy environment, livelihood opportunities and participation in decisions which affect their lives. Plan India currently works directly with communities, government, donors and other civil society members and groups in 14 states across 19,000+ communities in 5,500 villages/ slums and has touched the lives of 1.9+ million children, out of which over a million are girls. Plan India is a member of the Plan International Federation, an independent development and humanitarian organization that advances children’s rights and equality for girls. Plan International is actively working in more than 70 countries.

 

  1. Job Purpose

To support and strengthen the Procurement Department by managing end-to-end procurement activities in a timely, transparent, and compliant manner, ensuring value for money, donor compliance, audit readiness, and uninterrupted support to programme and operational teams.

  1. Key Responsibilities

 

Procurement Management

  • Manage procurement processes from requisition to contract award and closure.
  • Prepare and issue RFQs, RFPs, and bid documents.
  • Conduct market assessments and vendor sourcing.
  • Coordinate bid opening, evaluation, and recommendation processes.
  • Ensure procurement activities comply with organizational policies and procedures.

 

Vendor Management

  • Identify, evaluate, and onboard vendors.
  • Maintain and update the supplier database.
  • Monitor vendor performance and service delivery.

 

Bid Evaluation & Documentation

  • Prepare comparative statements and evaluation reports.
  • Support Technical and Financial Evaluation Committees.
  • Prepare award recommendations, justification notes, and approval documents.
  • Maintain complete procurement records and audit-ready files.

 

Contract & Purchase Order Management

  • Draft and process Purchase Orders, Agreements, and Service Contracts.
  • Coordinate contract review and vetting with concerned departments.
  • Track contract validity, renewals, and deliverables.

 

Compliance & Audit Support

  • Ensure procurement documentation is complete and compliant.
  • Support internal and external audits.
  • Maintain procurement trackers, filing systems, and supporting documents.
  • Ensure adherence to donor and organizational compliance requirements.

 

SPC Coordination

  • Support Standing Procurement Committee (SPC) activities.
  • Prepare agendas, evaluation documents, comparative statements, and Minutes of Meetings.
  • Track decisions and follow-up actions.

 

Stakeholder Coordination

  • Liaise with Programme, Finance, HR, IT, Admin, and State Offices.
  • Provide procurement guidance and support to internal stakeholders.
  • Follow up on approvals, evaluations, and pending actions.

 

Reporting

  • Maintain procurement dashboards and trackers.
  • Prepare weekly and monthly procurement status reports.
  • Highlight procurement risks, delays, and mitigation measures.

 

Education & Experience

Qualification (Essential)

  • MBA / PGDM in Supply Chain Management, Operations, Procurement, Business Administration, or related field.

OR

  • Graduate degree with relevant procurement experience.

Experience

  • Minimum 5–8 years of experience in Procurement and Supply Chain Management.
  • Experience in NGO/INGO/development sector procurement preferred.
  • Experience in handling service contracts, IT procurements, vendor empanelment, and competitive bidding processes.
  • Experience in procurement documentation, compliance, and audit support.

Core Competencies

Required Skills

  • Procurement Planning and Execution
  • RFQ/RFP Management
  • Comparative Analysis
  • Contract Administration
  • Procurement Compliance
  • Audit Documentation
  • Stakeholder Management
  • Report Writing
  • Time Management
  • Problem Solving

Computer Skills

  • MS Excel (Advanced)
  • MS Word
  • PowerPoint
  • Outlook
  • ERP/SAP/Reckochain procurement systems (preferred)

Key Competencies

  • High level of integrity and accountability.
  • Attention to detail and accuracy.
  • Ability to manage multiple assignments simultaneously.
  • Strong communication and coordination skills.
  • Ability to work under pressure and meet deadlines.
  • Team-oriented and proactive approach.
  1. Expected Outcomes
  • Timely closure of procurement cases.
  • Reduction in procurement backlog.
  • Improved procurement turnaround time.
  • Complete audit-ready documentation.
  • Enhanced vendor management and stakeholder support.
  • Improved compliance with procurement policies and donor requirements.

Priority: Immediate Recruitment to support increased procurement workload and ensure timely delivery of organizational priorities.

 

COMPENSATION AND EMPLOYMENT

Plan is an equal opportunity employer and qualified women candidates are encouraged to apply. Our policies and procedures reflect our commitment to child rights and child protection.

 

How to apply:

Please send us your updated resume along with suitability note (single Word document only) for the position of “Procurement Coordinator / Procurement Specialist – New Delhi” at planindiacareers@planindia.org.

Please mention “Procurement Coordinator / Procurement Specialist – New Delhi” in the subject line. Please also share your current salary and expectation in the resume.

Last date of application is 25th October 2026.