Position Overview:
We are looking for an Associate Manager – Compliance & Procurement to oversee procurement, vendor management, compliance documentation, finance coordination, travel desk, and office administration. The role requires strong coordination, process orientation, negotiation skills, documentation discipline, and the ability to work closely with internal teams and external stakeholders.
Key Responsibilities
1. Procurement & Vendor Management
● Manage end-to-end procurement activities for organizational, office, and project requirements.
● Identify, evaluate, negotiate with, and onboard vendors and service providers in line with organizational policies.
● Obtain quotations, prepare comparative statements, conduct commercial evaluations, and negotiate pricing and service terms.
● Ensure timely procurement of office supplies, project materials, equipment, services, and other operational requirements.
● Maintain an updated vendor database, contracts, purchase records, quotations, comparative statements, and procurement documentation.
● Monitor vendor performance, service quality, delivery timelines, and adherence to agreed commercial terms.
● Coordinate with internal teams to understand procurement requirements and plan purchases in advance.
● Ensure procurement activities follow approved SOPs, delegation of authority, and approval workflows.
● Identify opportunities for cost optimization, vendor consolidation, and process improvement.
● Support periodic vendor evaluation and performance reviews.
2. Compliance & Documentation
● Support organizational and project-level compliance documentation and record-keeping.
● Ensure proper documentation of procurement transactions, agreements, invoices, approvals, purchase orders, and payment records.
● Maintain and monitor vendor compliance documents including GST, PAN, bank details, agreements, declarations, registrations, and other applicable documents.
● Track contract renewals, vendor agreements, licenses, service contracts, and other compliance-related timelines.
● Ensure procurement and administrative processes are aligned with internal policies and audit requirements.
● Coordinate with Finance, HR, Operations, and other stakeholders to close documentation and compliance gaps.
● Support internal and external audits by providing required documents, records, and explanations.
● Maintain organized physical and digital records for audit readiness.
● Assist in reviewing and updating procurement and administrative SOPs as required.
3. Accounts & Finance Coordination
● Coordinate with the Accounts & Finance team for vendor invoice processing and payment follow-ups.
● Verify invoices, bills, quotations, purchase orders, approvals, and supporting documents before submission for payment.
● Coordinate with vendors and Finance for resolution of billing discrepancies and payment-related issues.
● Support vendor reconciliation and ensure timely closure of outstanding items.
● Coordinate reimbursement and expense documentation wherever required.
● Maintain procurement-related financial records and prepare periodic MIS reports.
● Track purchase commitments, vendor payments, and outstanding invoices.
● Support Finance during audits and financial reconciliations related to procurement and administration.
4. Travel Desk & Logistics Management
● Manage end-to-end travel arrangements for employees, consultants, management, and project teams.
● Coordinate flight, train, hotel, local transportation, and other travel bookings.
● Ensure travel arrangements are cost-effective and aligned with the organization's travel policy.
● Coordinate travel itineraries, confirmations, cancellations, modifications, and related documentation.
● Liaise with travel agencies, hotels, transport providers, and other travel partners.
● Maintain travel records and coordinate travel-related expense documentation.
● Support travel arrangements for meetings, conferences, workshops, events, and project activities.
● Ensure smooth logistics coordination for employees and external stakeholders when required.
5. Office Administration & Facility Management
● Oversee day-to-day office administration and facility management activities.
● Coordinate housekeeping, maintenance, security, utilities, internet, office infrastructure, and other facility requirements.
● Ensure smooth functioning of office operations and timely resolution of administrative issues.
● Manage office inventory, stationery, consumables, equipment, and asset records.
● Maintain proper records of office assets and coordinate asset issuance, movement, and reconciliation.
● Coordinate with landlords, facility partners, maintenance agencies, vendors, and other external service providers.
● Monitor office-related contracts and service agreements and ensure timely renewals.
● Support employee onboarding and separation logistics, including workstation, access, assets, and other administrative requirements.
● Support office events, meetings, workshops, and organizational activities with necessary logistics and administrative arrangements.
6. MIS, Reporting & Process Improvement
● Prepare regular MIS reports related to procurement, vendors, expenses, travel, office administration, and compliance.
● Maintain trackers for purchase requests, vendor onboarding, contracts, renewals, payments, and compliance documentation.
● Analyze procurement and administrative expenses and identify areas for cost efficiency.
● Ensure timely closure of pending procurement, compliance, and administrative activities.
● Develop and maintain process trackers and dashboards for better visibility and control.
● Identify operational gaps and recommend improvements to strengthen internal processes and controls.
Key Skills & Competencies
● Strong knowledge of procurement and vendor management processes.
● Good understanding of compliance documentation, audit requirements, and organizational SOPs.
● Strong negotiation and commercial evaluation skills.
● Excellent documentation and record-management skills.
● Good understanding of invoices, purchase orders, vendor payments, and basic finance processes.
● Strong coordination and stakeholder management abilities.
● Proficiency in MS Excel / Google Sheets, Word, PowerPoint, and other digital tools.
● Ability to maintain trackers, MIS reports, and documentation systematically.
● Strong attention to detail and process orientation.
● Ability to manage multiple priorities and work with tight timelines.
● Strong written and verbal communication skills.
● Proactive approach to identifying operational issues and resolving them.
● High level of integrity, confidentiality, accountability, and ownership.
Qualification & Experience
● Bachelor's degree in Commerce, Business Administration, Supply Chain, Operations, Finance, or a related field.
● MBA/PGDM in Operations, Finance, Supply Chain, or related discipline will be an added advantage.
● 4–7 years of relevant experience in procurement, administration, compliance, operations, vendor management, or a similar role.
● Experience working with NGOs, CSR organizations, development sector organizations, consulting firms, or multi-location organizations will be an advantage.
● Candidates should have hands-on experience managing vendors, procurement documentation, office administration, and cross-functional coordination.
Pay: ₹45,000.00 - ₹55,000.00 per month
Work Location: In person
