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, review, and implement administrative procedures to improve efficiency, cost-effectiveness, and compliance with organisational policies and statutory requirements.
(2) Ensure regular maintenance and upkeep of office property, including buildings, furniture, equipment, and IT assets.
(3) Maintain accurate records of all movable and immovable assets across PAN India locations, ensuring asset registers and asset tagging are up to date.

(4) Liaise with government departments and authorities for application, renewal, and compliance of registrations, licences, permits, and agreements.

(5) Lead vendor management, including rate analysis, service quality assessment, negotiation, and management of MoUs, AMCs, and service contracts.

(6) Periodically review vendor contracts for pricing, performance, compliance, and value for money, and recommend renewals, revisions, or re-tendering as required.

(7) Manage organisational insurance coverage, including renewals, adequacy reviews, and coordination of claims.

(8) Ensure systematic maintenance of administrative records, statutory registers, contracts, and office documentation.

(9) Organise meetings, workshops, and organisational events, ensuring logistical efficiency and budget adherence.

(10) Ensure a safe, secure, and enabling work environment through provision of essential administrative facilities and services.

(11) Prepare, review, and issue purchase orders and contracts in line with delegated authority, procurement policies, and approval workflows.
(12) Work closely with the Finance team on budgeting, cost allocation, project code mapping, and financial controls to ensure accurate tracking of administrative and procurement expenditure.

(13) Supervise maintenance and replenishment of petty cash in compliance with petty cash guidelines.

(14) Ensure timely renewal or closure of all long-term contracts with vendors, OEMs, and landlords.

(15) Provide administration and procurement orientation to all new joiners and ensure timely creation of travel portal accounts based on HR inputs.

(16) Periodically review, update, and institutionalise Administration and Procurement SOPs to reflect organisational needs, regulatory changes, and best practices.

(17) Supervise and monitor Office Assistant(s) to ensure day-to-day office operations, upkeep, and maintenance.

(B) Procurement and Supply Chain Management (30%)

(1) Develop and lead the annual procurement plan for centrally procured goods and services, including medical and programme-related equipment, aligned with programme needs, budgets, and risk priorities.
(2) Execute approved procurement plans in coordination with department heads, ensuring timely delivery and operational continuity.

(3) Ensure all procurement activities comply with the Procurement SOP, delegation of authority, ethical sourcing standards, donor requirements, and statutory regulations, with complete audit-ready documentation.

(4) Design and implement transparent vendor selection and evaluation processes, including competitive bidding, technical and commercial assessments, and conflict-of-interest management.

(5) Maintain a centralised database of standard equipment, approved vendors, specifications, benchmark rates, and procurement history to enable cost control, standardisation, and audit traceability.

(6) Coordinate with the ICT Manager for planning and execution of procurement of IT hardware, software, and related services.

(7) Identify opportunities for long-term and rate contracts for high-volume or recurring requirements and negotiate contracts that ensure continuity, quality, and value for money.

(8) Review procurement documentation and approval workflows in line with the Approved Supplier List (ASL) and delegated authority, ensuring inclusion of commercial, legal, risk, compliance, and termination clauses.

(9) Lead vendor empanelment and periodic performance reviews, including due diligence, compliance checks, and revalidation.

(10) Process procurement requests and issue purchase orders in accordance with approved budgets, procurement plans, and internal control requirements.

(11) Monitor purchase order execution, ensure quality checks and documentation at receipt, and coordinate with Finance for timely and compliant vendor payments and settlements.

(12) Support internal and external audits by providing accurate procurement records, responding to audit observations, and implementing corrective actions.

(13) Support rent renewals, lease negotiations, and procurement-related aspects of setting up or hiring new office premises, ensuring cost efficiency and risk mitigation

(C)Travel Management (20%)

(1) Facilitate domestic and international travel arrangements for staff and key visitors, including visa support, travel documentation, and coordination with travel agencies and service providers.

(2) Manage end-to-end travel logistics, including flight, hotel, and ground transport bookings, ensuring cost efficiency, safety, and compliance with approved travel policies and budgets.
(3) Prepare and coordinate detailed travel itineraries for senior leadership, donors, partners, and other key visitors.

(4) Ensure adherence to the organisation’s Travel and Security Policy, including risk assessments, approvals, insurance coverage, and traveller tracking.

(5) Coordinate with internal stakeholders to ensure timely approvals, accurate information flow, and effective support during travel-related contingencies or emergencies.

(6) Identify, empanel, and periodically audit travel service providers, including travel agencies, hotels, and ground transport vendors.

(D) Focal Points for Safety and Security of the Organisation (20%)

(1) Serve as the focal point for the development, implementation, and monitoring of organisational safety and security policies, guidelines, and procedures across all offices and operations.

(2) Ensure international visitors are appropriately briefed on the country’s security context, risks, and applicable safety protocols.

(3) Issue timely security advisories to staff travelling within India or internationally based on risk assessments and emerging threats.

(4) Ensure security information is systematically collected, analysed, documented, and disseminated to support informed decision-making.

(5) Organise regular safety and security trainings, inductions, and refresher sessions for staff to ensure awareness and compliance.

(6) Plan and conduct periodic mock drills to strengthen organisational preparedness and emergency response capacity.

(7) Facilitate regular meetings and effective functioning of the Safety and Security Management Committee, including documentation and follow-up of actions.

(8) Develop, maintain, and periodically update India Security Guidelines and location-specific local security guidelines for all offices.

(9) Ensure availability of safe and secure transportation and accommodation for staff during official travel in line with duty-of-care obligations.

(E) Safeguarding

(1) Ensure safeguarding principles are followed in programme implementation, training etc.

(2) Ensure safeguarding documents are shared and explained with all the parties (Partners, Vendors, Suppliers etc) in coordination with state programme leads.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualification and Experience:

Applicants must have a Master’s degree in Business Management or Supply Chain Management.

Experience:

Applicants must have experience of 7-10 years in leading Administration and Procurement teams in leading NGOs/ INGOs.

Skills and Competencies:

(1) Ability to represent Sightsavers India effectively with key external stakeholders and partners.

(2) Excellent oral and written communication skills.

(3) Ability to work independently with minimal supervision.

(4) Strong negotiation, analytical, and problem-solving skills.

(5) People management and team leadership capabilities.

(6) Strong IT proficiency, including MS Excel, MS Word, email platforms, and relevant software applications.

Core Behaviours: Leading Level

(1) High degree of integrity

(2) Decision making and Prioritisation

(3) Ability to Multitask

(4) Effective communication and influencing ability

(5) Interpersonal and Intercultural sensitivity

Key Contacts and Relationships

Internal
(1) Senior Director, Programme Outreach, Resource Mobilization and Corporate Services

(2) Finance team

(3) Programme Operation Teams
(4) Area Finance and Support Services team

(5) HR team

(6) Administration team

(7) ICT Manager

External

(1) Vendors, Equipment manufacturers & Suppliers

(2) Service Providers

(3) Government Agencies

(4) Consultants

5. COMPENSATION OFFERED:

Gross compensation budgeted for the position ranges from INR 8-10 lacs per annum. Please note that the offer made to the selected candidate shall be commensurate with qualifications, experience, and salary history.

6. LOCATION: Okhla, Delhi with occasional travel for team meetings, if required.

7. Mode of Engagement: Fixed Term Employment for two years (renewable based on performance and organisational needs)

8. REFERENCE: AM-AP-SI

9. CONTACT INFORMATION:

Team SAMS

Strategic Alliance Management Services P Ltd.
1/1B, Choudhary Hetram House
Bharat Nagar New Friends Colony,
New Delhi 110 025
Phone Nos.: 011- 4081 9900; 4165 3612

10. APPLICATION PROCESS:

Eligible candidates interested in this position are requested to apply online at https://www.samsstc.com/Jobs/job-description/assistant-manager-administration-and-procurement-sightsavers-india-delhi/422 by or before March 05, 2026.