Procurement & Admin Executive

Job Description: Procurement Executive (NGO)

Job Title: Procurement & Admin Executive
Department: Operations / Administration
Reporting To: Operations Manager
Organization Type: NGO
Location: Ghaziabad
Employment Type: Full-time

About Us:

Give Me Trees Trust is a not-for-profit organization actively working towards afforestation, biodiversity conservation, biologic carbon sequestration, environmental literacy and providing livelihood to local community. Our Organisation is now the largest tree planter in India. Give Me Trees Trust has PAN India presence. Swami Prem Parivartan aka Peepal Baba is the founder of the organisation. Our vision is to bring at least 50% of India under green cover and cultivate a love for flora and fauna. Our mission to increase the tree population and native tree cover of our country through plantation and maintenance.

Job Summary

The Procurement Executive will be responsible for managing ethical, transparent, and cost-effective procurement processes to support the NGO’s programs and projects. The role ensures timely purchase of materials and services while maintaining compliance with donor guidelines, organizational policies, and statutory requirements.

Key Responsibilities

• Manage end-to-end procurement of goods and services for NGO projects and office operations
• Identify, evaluate, and empanel vendors in line with NGO procurement policies
• Obtain quotations, prepare comparative statements, and finalize vendors with approval
• Prepare and issue Purchase Orders (POs) and maintain procurement documentation
• Ensure timely delivery of materials to project sites and offices
• Coordinate with program teams to understand procurement needs and timelines
• Maintain vendor records, contracts, and rate agreements
• Ensure compliance with donor, audit, and organizational procurement guidelines
• Coordinate with finance/accounts team for invoice verification and payments
• Handle vendor issues related to quality, quantity, or delivery delays
• Support internal and external audits by maintaining proper procurement records
• Prepare procurement MIS reports and cost summaries as required

Administrative Responsibilities

· Support day-to-day office administration and operations

· Manage office supplies, stationery, and asset inventory

· Maintain records of office assets, AMC contracts, and service providers

· Coordinate with vendors for office maintenance, housekeeping, security, and utilities

· Assist in travel arrangements, logistics, and accommodation for staff and consultants

· Support onboarding documentation and basic HR coordination as required

· Maintain proper filing (physical and digital) of administrative and procurement documents

· Assist in organizing meetings, trainings, and workshops

· Ensure compliance with administrative policies and procedures

Required Skills & Competencies

• Strong negotiation and vendor coordination skills
• High level of integrity, transparency, and ethical conduct
• Good communication and documentation skills
• Proficiency in MS Excel and basic accounting/procurement software
• Ability to work with multiple stakeholders and meet deadlines
• Understanding of NGO operations and field-level procurement

Qualifications

• Bachelor’s degree in Commerce, Business Administration, Supply Chain Management, or a related field
• 1–2 years of procurement or purchase & admin experience (experience in NGO sector preferred)

Preferred Experience

• Experience working with donor-funded projects
• Familiarity with procurement compliance, audits, and reporting
• Knowledge of GST, invoicing, and statutory documentation

Salary & Benefits

· As per NGO norms and experience

· Opportunity to work on social impact projects

· Professional growth and learning opportunities

Job Type: Full-time

Pay: ₹20,000.00 - ₹22,000.00 per month

Work Location: In person