British CouncilHiring for Procurement Executive at New Delhi, Delhi Full Time

Location: New Delhi, South Asia, IN

Company: British Council

The British Council builds connections, understanding and trust between people in the UK and other countries through arts and culture, education and the English language. We work in two ways – directly with individuals to transform their lives, and with governments and partners to make a bigger difference for the longer term, creating benefit for millions of people all over the world. We help young people to gain the skills, confidence and connections they are looking for to realise their potential and to participate in strong and inclusive communities. We support them to learn English, to get a high-quality education and to gain internationally recognised qualifications. Our work in arts and culture stimulates creative expression and exchange and nurtures creative enterprise. We connect the best of the UK with the world and the best of the world with the UK. These connections lead to an understanding of each other’s strengths and of the challenges and values that we share. This builds trust between people in the UK and other nations which endures even when official relations may be strained. We work on the ground in more than 100 countries. In 2019-20 we connected with 80 million people directly and with 791 million overall, including online and through our broadcasts and publications.

Role Purpose

Provide procurement and contracting services, including but not limited to, procuring goods and services in accordance with global British Council procurement policy and standards. Responsible for Procurement administrative services to other departments within clear guidelines, subject to some direct supervision. Interaction with others is based on the requirement to provide and act upon requests for information and responding in timebound manner..

Main accountabilities but not limited to the following:
Advisory, Policy and Expertise

Act as procurement point of contact for procurement support to local teams at New Delhi and area offices at Mumbai, Kolkata and Chennai.

Monitor and review progress of contractual agreements

Maintain records for Procurement Team as per corporate requirements.

Supporting all tasks related to the Vendor Management Portal such as creating (requesting), editing, de-activating or activating vendors;

Maintaining and updating the Procurement Intranet page with latest Procurement policy, guidance, templates, etc.

Customers & Stakeholders

Contact vendors to inquire about existing and new product information, solicit bids, develop requests for quotations; assist team in evaluation and selection of vendor

Assist teams in vetting the business case document and drafting the contract.

Conflict resolution under the guidance of the Head of Procurement.

Provide administrative support in the arrangement of meetings, interviews, internal and external events and on projects.

Risk & Compliance

Prepare procurement reports based on SAP data as per requirement (spend, Purchase Order related; duplicate vendors, etc.).

The role holder is expected to ensure that the process is in compliance with corporate guidelines and values especially the code of conduct, facilities and financial guidelines and strategic procurement policy

Analysis & Reporting

Maintain existing database to store files and data, etc.; in specified formats.

Record and maintain the Contract Register/Procurement portal and allocate contract numbers to all staff;

Record and maintain the Advance Register and allocate Reference number to all Advance Forms submissions;

Create and maintain procurement records, including electronic records in the Enterprise Resource Planning (ERP) system, SAP, and other systems whilst ensuring accuracy and integrity of data

Keep track of created and de-activated vendors (Invigilators, grant vendors, expense vendors etc.); interact with the British Council’s shared service centre (British Council Management Services) referred as the HUB and sharing with them the list for reconciliation;

Work towards clean up and de-listing exercise by co-ordinating with the HUB

And area offices at Mumbai, Kolkata, Chennai, Delhi for deactivation/ de-listing

Of vendors: This exercise includes routine check of non-active vendor,

unused vendor during the last six months,

Role specific knowledge and experience:
Good written and oral language skills in English.

Knowledge of a range of standard computer software, eg. Microsoft Office, email.

Experience of working on ERP systems (SAP, Oracle, etc.)

Candidate should have minimum 3 years of relevant experience working in procurement profile. Experience should include proficiency in RFQ/bids invitation, drafting of contracts for purchase of goods and services and maintenance of procurement documents.

Awareness on Safeguarding, GDPR/ Data Protection.

Works with stakeholders and partners Communicates regularly with diverse stakeholders, customers and/or partners to build mutual understanding and trust.

Prior experience of working as procurement team’s point of contact with different stakeholders e.g finance, HR , marketing etc.

Further Information

Pay Band – 4

Contract Type – Fixed term contract for 2 years

Location – Delhi

Requirements – Right to work in India

Closing Date – 26 April 2022, Tuesday 23:59 PM

Note : Provident Fund Transfer in and out from EPFO is not possible as BHC PF is managed by a private PF trust governed by Indian Income Tax Act, 1961. The staff still has the option to transfer out and in from a privately held PF trust which are not governed by EPFO.

A connected and trusted UK in a more connected and trusted world.

Equality , Diversity, and Inclusion (EDI) Statement

The British Council is committed to policies and practices of equality, diversity and inclusion across everything we do. We support all staff to make sure their behaviour is consistent with this commitment. We want to address under representation and encourage applicants from under-represented groups, in particular, but not exclusively, on grounds of ethnicity and disability. All disabled applicants who meet the essential criteria are guaranteed an interview and we have Disability Confident Employer Status. We welcome discussions about specific requirements or adjustments to enable participation and engagement in our work and activities.

The British Council is committed to safeguarding children, young people and adults who we work with.

We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.

Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, identity & criminal record checks in line with legal requirements and with the British Council’s Safeguarding policies for Adults and Children.

If you have any problems with your application please email askhr@britishcouncil.org

Please note: Applications to this role can only be considered when made through the Apply section of our careers website. Our ‘ASK HR’ email is only to be used in case of a technical issue encountered when applying through the careers website. Emails with supporting statements and CV/Resumes sent to this email address will not be reviewed and will be deleted.