Procurement Executive

JOB DESCRIPTION - ASHRAY FOUNDATION

Designation

Procurement Executive

Location

Ahmedabad

About the Role

The Procurement Executive will be responsible for identifying and checking vendors, making comparatives as per the requirements of the organisation across departments, projects and field locations. The role will involve vendor sourcing, quotation management, purchase coordination, documentation, delivery follow-up and internal coordination to ensure timely and cost-effective procurement.

Key Responsibilities

Identify and evaluate vendors/suppliers for goods and services across projects, and upload tender advertisements/notices on relevant portals, website, and other required platforms

Collect and compare quotations to ensure best value for money

Raise purchase orders and maintain accurate procurement records

Ensure all purchases follow Ashray's procurement policy and donor/CSR compliance guidelines

Verify quality and specifications of goods received against orders

Coordinate with program teams to understand procurement needs and timelines

Maintain vendor database with contact details, past performance, and pricing history

Negotiate pricing, payment terms, and delivery schedules with vendors

Track deliveries and resolve any delays or discrepancies

Process invoices and coordinate with finance for timely vendor payments

Maintain proper documentation (quotations, PO, invoices, delivery challans) for audits

Ensure procurement processes meet funder-specific requirements

Conduct periodic market research to stay updated on pricing trends

Support annual or need-based procurement planning and budgeting

Flag and escalate any procurement risks or vendor issues to management

Qualifications & Experience

Graduate in any discipline (Commerce/Business background preferred)

2-4 years of relevant experience in procurement or administration, preferably in an NGO or development sector setup

Basic understanding of procurement processes — quotations, purchase orders, vendor comparison

Familiarity with donor/CSR compliance requirements is an advantage

Comfortable working on MS Excel and Word

Good communication and negotiation skills

Strong organizational and documentation skills for audit readiness

Fluency in English and Hindi

Pay

From ₹30,000.00 per month

Work Location

In person