Officer/Senior Officer- Procurement

Position Code : PHFI-OSOP-2629 Position Title : Officer/Senior Officer- Procurement No. of Positions : 01 Location : Delhi/NCR Duration of Position : 01 Year (Extendable based upon performance/ requirement) Brief On The Organization The Public Health Foundation of India (PHFI) is working towards building a healthier India. It is helping to address the limited institutional and systems capacity in India by strengthening education and training, advancing research and technology and facilitating policy and practice in the area of Public Health. PHFI is headquartered in New Delhi with national presence through its constituent units of regional Indian Institutes of Public Health (IIPHs) and Centers of Applied Research in core public health themes. The Foundation, established in 2006 as a public private initiative, is governed by an independent board comprising of senior government officials, eminent Indian and International academic and leaders, civil society representatives and corporate leaders. For more information, please visit the website www.phfi.org . Job Summary The Officer/ Senior Officer- Procurement will support the organisation in ensuring the timely, transparent, competitive, cost-effective, and compliant procurement of goods, works, and services in accordance with the organisation’s procurement policies, approved budgets, delegated authority matrix, contractual requirements, and applicable laws. Deliverables Procurement Planning Coordinate with departments to understand their procurement requirements. Assist in preparing annual and project-specific procurement plans. Monitor procurement timelines. Identify opportunities for consolidation of requirements and better commercial terms. Sourcing and Vendor Management Identify and evaluate suitable suppliers and service providers. Issue EOIs, RFPs, (Open/Limited) tenders, and other procurement enquiries. Obtain and evaluate quotations in accordance with prescribed procurement procedures. Conduct appropriate vendor due diligence, including verification of statutory and organisational requirements. Maintain and periodically update the approved vendor database. Monitor vendor performance, delivery, quality, and service levels. Bid Evaluation and Negotiation Prepare comparative statements and commercial evaluations. Coordinate technical evaluations with the requesting department and Tender Committees. Participate in commercial negotiations with vendors as a permanent member of the Tender Committees. Document negotiations and procurement decisions appropriately. Ensure conflicts of interest, if any, are disclosed and appropriately managed. Purchase Orders and Contracts Prepare and process Purchase Orders/Work Orders/Service Orders in sync with the legal templates. Coordinate with Legal, Finance, and other user departments for contracts wherever required. Ensure commercial terms, scope, pricing, delivery schedules, payment terms, and applicable taxes are appropriately documented. Track renewals, expiries, and timely completion of the deliverables. Procurement Compliance & Documentation. Ensure procurement activities by following the organisation’s procurement policy, and applicable statutory requirements. Maintain complete procurement records, including requisitions, quotations, bid evaluations, approvals, purchase orders, contracts, and vendor documentation. Ensure adequate audit trails for procurement transactions. Support internal and external audits and provide procurement documentation when required. Maintain confidentiality and integrity throughout the procurement process by ensuring a strong data base. Delivery and Payment Coordination. Follow up with vendors for timely delivery of goods/services. Coordinate with user departments for confirmation of receipt and acceptance. Support resolution of discrepancies relating to quantities, specifications, quality, invoices, or contractual obligations. Coordinate with Finance for payment processing after completion of required docu…

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