Job Opportunity for Deputy Director – Procurements at AIF in New Delhi

ABOUT AMERICAN INDIA FOUNDATION

The American India Foundation Trust (AIF) is committed to improving the lives of India’s underprivileged, with a special focus on women, children, and youth. The Foundation does this through high-impact interventions in education, health, and livelihoods because poverty is multidimensional. Founded over two decades ago, in the aftermath of the devastating Gujarat earthquake, as a humanitarian initiative by Atal Bihari Vajpayee Ji and Bill Clinton, American India Foundation Trust (AIF) has impacted the lives of 18.88 million of India’s poor across 35 States and Union Territories of India.

Registered as a Trust in India, with an independent Board of Trustees, AIF adheres to strict financial and governance standards, ensuring transparency, accountability, and responsible management of resources. As per statutory mandates, AIF is registered under FCRA, CSR, 80G, and 12A. These registrations and certifications are tangible evidence of the organization’s existence, credibility, and compliance with the applicable legal and regulatory frameworks while demonstrating a firm commitment to its vision and mission. As one of our largest donors since inception, we have a contractual agreement with AIF to share the logo and brand identity. Learn more at https://aif-india.org/

JOB SUMMARY

The Deputy Director – Procurements will lead & manage all procurement and their related policies, processes, and operations for AIFTs’ Programs & Functions across the country.

This position will work closely with AIFT’s Program Teams, India Leadership & India Management Teams and will report to the Director – Procurements. The incumbent must hold specific prior experience to lead & manage all tasks including Procurement, Vendor management, Asset management, MIS, Compliances related to procurement of all goods &services as per need of the organization.
The incumbent will be based in Delhi NCR in India, and they will be required to travel to locations in India.

KEY ROLES & RESPONSIBILITIES:

1. Strategic:

• Expect unfavorable events through analysis of data and prepare control strategies & plan proactively to cater to those.

• Build a time & cost-efficient Procurement system for the organization.

• Control spending and build a culture of long-term saving on procurement costs.

• Build & deploy risk assessment & mitigation strategies to ensure timely asset & service

• procurements for program implementation. Perform risk management for supply contracts and agreements.

• Create a culture of urgency and integrity in meeting Procurement needs.

• Perform cost analysis and set appropriate benchmarks.

• Provide support in creating policies and procedures for risk management and mitigation.

2. Operational:

• Prepare & execute procurement plans, vendor analysis, purchase order follows up, supply systems, quality checks, and settlements based on needs.

• Devise and use fruitful sourcing strategies, discover profitable suppliers, and initiate business and organization partnerships.

• Develop, hone, and execute new improved procurement strategies across all channels of purchasing.

• Delegate tasks and supervise the work of purchasing and procurement agents’ / team members across all programs & functions.

• Manage every aspect of the supply chain and notify the Director – Procurements of any possible obstacles to ideal efficiency.

• Institute policies and procedures for collecting and reporting key metrics that will reduce our overall expenses while increasing productivity.

• Expertise in Supply Management, Tracking procurements and Vendor Relationships.

• Coordinate deliveries.

• Direct sourcing team(s), that are responsible for executing, negotiating, implementing and maintaining competitively advantageous supply arrangements for active projects.

• Providing and assisting support for all regional and national procurement execution activities.

• Increase vendors for all products.

• Use technology to incorporate bidding techniques for procurement.

• Save cost for the organization through innovative thinking.

• Work closely with program and function teams to ensure stability and cost effectiveness of supply.

• Bring innovative supplier solutions.

• Manage supplier performance and maintain interface within supplier’s organization.

• Ensure a cost-effective supply of quality products.

• Emergency / Crisis / Disaster relief Procurements:

o Prepare execute procurement to cater to emergency relief, disaster relief-based projects/ programs.

o Lead manage Procurements under constrained resources & timelines and limited information to distant & remote locations.

3. People Management:

• Set and monitor achievement of performance and personal development objectives for all direct reports, so that a culture of continuous improvement and learning is embedded within the team.

• Determine the human resources requirements to execute its work in an efficient and cost-effective manner.

• Support in Recruitments of Procurement related staff as and when required.

• Motivate and retain high quality talent in line with the AIF India’s policies and procedures.

• Work collaboratively with other programs and functions to contribute to organization success; review outputs and share learnings.

• Provide inspiring and motivational leadership that role models AIF’s values and behaviors and empowers and enables staff to deliver excellence.

KEY QUALIFICATIONS, SKILLS AND EXPERIENCE:

• Graduate/ Postgraduate/ MBA in Supply Chain Management, Logistics from renowned institute with a minimum of 8-10 years of work experience in Procurements and Supplies.

• Social Sector (NGO) experience of 3-5 years will be preferred.

• Relevant experience in procurement/ strategic equipment sourcing.

• Expertise in Supply Management, Tracking Budget Expenses, and Vendor Relationships.

• Detailed knowledge of commercial purchasing procedures and practices, including aspects of negotiation, contract law, and claims management.

• Knowledge of local suppliers and vendor management.

• Knowledge of sourcing and procurement techniques as well as a dexterity in “reading” the market.

• Demonstrated ability in negotiations and networking.

• Good knowledge and exposure to supplier or third-party management software including ERP.

• Aptitude in decision-making and working with numbers.

• Experience in collecting and analyzing data.

• Strong interpersonal and communication skills in Hindi and English (both oral and written)

• Good analytical skills & knowledge.

• Ability to work without close supervision or should be self-driven.

• Ability to supervise a geographically widespread team and work closely in coordination with other cross functional teams.

• High integrity & ethical conduct.

• Flexibility, result orientation, self -Driven and enthusiastic.

• Ability to remain calm in a pressurized environment and able to give long hours to the office when required.

• Ability to work in fast – evolving & ambiguous work environments will be preferred.

• Friendly and helpful approach.

• Maintain Confidentiality, friendly and helpful approach.

• Ability to multi-task and work in an environment with changing priorities