Officer/Senior Officer- Procurement

Job summary

Plan and coordinate procurement activities, source and evaluate vendors, manage tenders and negotiations, and prepare purchase orders and contracts. Maintain compliant procurement records and audit trails, coordinate deliveries and payments, monitor vendor performance, and report on procurement status and efficiency.

Job details

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 documentation and approvals. Key Deliverables The Incumbent Will Be Responsible For Timely completion of assigned procurements. Competitive and appropriately documented sourcing. Complete procurement documentation and audit trails. Accurate and timely issuance of Purchase/Work/Service Orders. Effective vendor database and performance records. Compliance with procurement policies and approval requirements. Periodic procurement MIS/status reports. Identification of cost-saving and process-efficiency opportunities. Key Performance Indicators (KPIs) Performance May Be Assessed Based On Procurement turnaround time. Percentage of procurements completed in accordance with prescribed procedures. Cost savings/cost avoidance achieved. Purchase order and procurement documentation accuracy. Vendor delivery and performance levels. Timeliness of procurement planning and reporting. Number of audit/compliance observations attributable to procurement processing. Effectiveness in resolving vendor and internal stakeholder issues. Ethical & Conflict-of-Interest Requirements The incumbent must maintain the highest standards of transparency and integrity and shall: Avoid actual or perceived conflicts of interest. Not solicit or accept inappropriate gifts, benefits, commissions, or favours from vendors. Maintain confidentiality of bids, pricing, commercial information, and evaluation processes. Treat eligible vendors fairly and consistently. Ability to advise and influence senior leaders and other key stakeholders. Comply with the organisation’s Code of Conduct, Anti-Bribery/Anti-Corruption Policy, Procurement Policy, and related internal policies. Qualification Essential: Bachelor’s degree in Commerce, Business Administration or a related discipline. A qualification/certification in procurement would be an advantage. Desirable Master’s Degree. Experience Essential: Approximately 3–5 years of relevant procurement/sourcing experience, preferably involving procurement of goods and services and vendor management. Skills & Competencies Procurement and sourcing knowledge Vendor identification and evaluation Commercial negotiation RFQ/RFP/tender management Comparative bid analysis Purchase order management Basic understanding of contracts and commercial terms Strong documentation and record-management skills MS Excel and procurement/MIS skills Attention to detail Communication and stakeholder-management skills Analytical and problem-solving ability High standards of integrity, confidentiality, impartiality, and professional ethics Sound judgement, problem-solving and decision-making Coaching, facilitation and people leadership Ability to work with increasing autonomy and take ownership High integrity, confidentiality and professional judgement Process To Apply Please note that Annual Salary (CTC) will commensurate with available skills and fitment of the incumbent as per the selection process. Interested and eligible candidates may send their updated CV to recruit@phfi.org and fill the application form– Application Form- Officer/Senior Officer- Procurement (PHFI-OSOP-2629) – Fill out form. Please mention the exact Position Code (PHFI-OSOP-2629) in the email subject line. Only shortlisted candidates will be contacted for the interview. Last Date of Receipt of Applications: 15 October 2026. Remarks Candidates are requested to refer PHFI website for position description & process for applying. Please note only those applications will be considered which are received as per instruction written on PHFI website. Candidates should have an excellent academic record, good communication skills, a commitment to high quality graduate / post-graduate education. Mere eligibility will not entitle any candidate for being called for interview. Persons employed in Government/Semi-Government Organization or Educational Institutions in India must apply through proper channel. PHFI reserves the right to fill or not to fill any or all available positions. The requirements of minimum qualification and/or experience may be relaxed in the case of candidates with outstanding credentials. No correspondence will be entertained from candidates regarding any delays, conduct & result of interview and reasons for not being called for interview. “PHFI reserves the sole right to alter/modify/cancel the entire selection process or the position or the vacancy or to disqualify any candidature at any stage of the selection process”. Women are encouraged to apply! Share Tweet Share on Facebook Share on LinkedIn Share on whatsapp

What you’ll do

Plan and coordinate procurement activities, source and evaluate vendors, manage tenders and negotiations, and prepare purchase orders and contracts. Maintain compliant procurement records and audit trails, coordinate deliveries and payments, monitor vendor performance, and report on procurement status and efficiency.

Requirements

A bachelor’s degree in Commerce, Business Administration, or a related discipline is essential; procurement certification is an advantage, and a master’s degree is desirable. Candidates should have approximately 3–5 years of relevant procurement or sourcing experience, preferably in goods and services procurement and vendor management, along with strong documentation, communication, analytical, and ethical judgment skills.

Listed skills

• Stakeholder Management · Preferred
• Communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Procurement Planning
• Sourcing
• Vendor Management
• Commercial Negotiation
• RFQ/RFP/Tender Management
• Comparative Bid Analysis
• Purchase Order Management
• Contract Management
• Procurement Compliance
• Documentation and Record Management
• MS Excel
• Procurement MIS
• Stakeholder Management
• Analytical and Problem-Solving Skills
• Communication
• Integrity and Confidentiality

Job areas

• Administrative
• Finance & Accounting
• Management & Leadership
• Healthcare