Procurement Officer

Jhpiego is an international, non-profit health organization and an affiliate of Johns Hopkins University, dedicated to improving the health of women and families in developing countries. For over 50 years, it has focused on providing high-quality, lowcost health care solutions, training health workers, and strengthening health systems. Jhpiego has been working in India since the 1980s in close partnership with national and state governments. With deep technical expertise and strong on-the-ground execution, Jhpiego helps design, test, and scale practical solutions and innovations that fit realworld systems across 11 thematic domains (Maternal and Newborn Health, Reproductive Health, Nutrition, Immunization, Comprehensive Primary Health Care, Human Resources for Health, TB and Infectious Diseases, Global Health Security, Women's Cancers, Non-Communicable Diseases, Digital Health).

The Procurement Officer is responsible for ensuring efficient, transparent, and compliant procurement processes in accordance with Jhpiego procurement policies and donor regulations. The role involves sourcing goods and services, managing vendor relationships, administering procurement documentation, supporting contract management, maintaining inventory records, and coordinating with program, finance, and administration teams to ensure timely delivery of organizational requirements.

Procurement Management

• Gain a deep understanding of Jhpiego Procurement Policy, supporting guidelines, and ensure strict compliance in all procurement actions.
• Process procurement requests in accordance with approved budgets, delegation of authority, and organizational procedures.
• Coordinate with stakeholders to obtain necessary approvals before initiating procurement activities.
• Solicit quotations, conduct market assessments, negotiate pricing and commercial terms, and evaluate vendors to ensure best value for money and quality service delivery.
• Prepare and issue Purchase Orders (POs) and monitor delivery schedules to ensure timely receipt of goods and services.
• Support the preparation and issuance of Requests for Proposals (RFPs), Requests for Quotations (RFQs), and other procurement-related bidding documents.
• Manage bid invitations, bid opening processes, bid evaluations, and Procurement Committee meetings in accordance with organizational procedures.
• Act as the single point of contact throughout the procurement lifecycle, ensuring effective coordination among internal stakeholders, vendors, partners, and service providers.
• Coordinate grant-making and procurement-related activities, including tracking deliverables, timelines, and contractual obligations.
• Conduct price negotiations and commercial discussions with vendors to achieve optimal cost efficiency while maintaining quality standards.
• Support vendors and partner organizations in meeting organizational, donor, and statutory compliance requirements.
• Facilitate physical verification of goods, assets, and services received to ensure conformity with approved specifications and contractual requirements.
• Coordinate Procurement Committee proceedings, prepare procurement documentation, and support committee recommendations for approval.
• Assist in the preparation of bid analysis reports, evaluation summaries, and recommendation documents for management review.
• Finalize award documentation, contract agreements, and procurement records in compliance with Jhpiego policies and donor regulations.
• Ensure procurement activities are conducted in a fair, transparent, competitive, and accountable manner, maintaining complete audit-ready documentation at all times.

Contract & Vendor Management

• Manage Technical Service Contracts and coordinate approvals.
• Develop and maintain professional relationships with vendors, suppliers, and contractors.
• Conduct vendor negotiations to obtain optimum value and quality.
• Ensure vendor compliance with organizational and donor requirements.
• Coordinate contract awards and maintain complete documentation.

Documentation & Compliance

• Ensure procurement actions are supported by complete documentation.
• Maintain procurement records and filing systems for audit readiness.
• Support compliance reviews and address documentation gaps.
• Implement procurement systems and policy updates issued by Headquarters.

Financial Coordination

• Coordinate vendor invoice processing with Finance.
• Monitor procurement expenditures against approved budgets.
• Coordinate issuance and distribution of TDS certificates to vendors.

Stakeholder Coordination

• Act as the primary point of contact throughout the procurement lifecycle.
• Collaborate with Program, Administration, Finance and State teams.
• Provide guidance and support on procurement procedures.

Other Duties

Perform any other responsibilities assigned by the supervisor

• Bachelor's degree (or equivalent) with a minimum of 8 years of experience, or a postgraduate degree (or equivalent) with a minimum of 5 years of experience in Supply Chain Management, Procurement, or a related field.

   

  Experience

  • 5-8 years of relevant procurement and supply chain experience.
  • Experience in NGO/INGO procurement will be an added advantage.
  • Experience managing vendor relationships, contracts, and procurement documentation.

Skills & Competencies

• Strong knowledge of procurement processes and best practices.
• Excellent negotiation and vendor management skills.
• Knowledge of donor-funded project procurement requirements.
• Strong analytical and problem-solving abilities.
• Proficiency in MS Office applications, especially Excel and Word.
• Excellent documentation and record-keeping skills.
• Strong communication and interpersonal skills.
• Ability to work effectively in a multidisciplinary team environment.
• High level of integrity, confidentiality, and professionalism.

Key Performance Indicators (KPIs)

• Timely processing of procurement requests.
• Compliance with procurement policies and procedures.
• Vendor performance and relationship management.
• Accuracy and completeness of procurement documentation.
• Timely contract execution and delivery management.
• Internal stakeholder satisfaction.