GAJENDER KUMAR
Procurement & Administration Manager
New Delhi
Summary
Organized, dependable and a collaborative Admin & Procurement Manager having 12 years of experience in the industry out of which six years of experience at the managerial level. Proven background in providing excellent service as a self-driven problem solver for large corporations that encounter detailed and ever-fluctuating purchasing needs and multi-tasking. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
13
13
years of professional experience
5
5
years of post-secondary education
Work History
Procurement and Administration Manager
American India Foundation
5 2022 - Current
- Planning, developing, executing, managing and improving procurement strategies, RFQ / RFP as policy.
- Ensuring processing of procurement requests, Comparatives, MoM, Purchase Orders, GRN, Gate pass issued shall be as per the policy
- Assist Director (F&A) in revisiting procurement policies periodically and ensuring their strict compliance
- Purchase order follows up, ensuring smooth supplies, quality checks, and settlement of vendors
- Supporting the Finance & Admin Director for all the renewals agreements/contracts
- Vendor analysis and Empanelment of vendors
- Implementation of Fixed Assets policy and its tracking
- Disposal of assets as per organization Policy
- Ensure all organizational assets including equipment, and other fixed assets in all offices
- Responsible for travel/tickets, cab/taxi and stay arrangements of project staff and visitors as per travel requests raised
- Events management and administrative support to all meetings/conferences and official receptions
- Negotiate the best rates and deals available in the markets for travel and lodging
- Delegate tasks and supervise the work of procurement and administration to the team
- To supervise and monitor the admin & procurement team’s activities including housekeeping
- Facilitating payment of vendors and maintaining its records for official purposes
- Support the finance team in audits and other requirements to ensure compliance
- Developed a maneuver for organizing the events such as conferences, training sessions and workshops that fostered professional development among staff members.
- Facilitated interdepartmental communication by organizing regular meetings, fostering collaboration and cohesive decision-making across the organization.
- Negotiated favorable contracts with vendors for office supplies and services, reducing overall operational expenses while maintaining quality standards.
- Promoted a positive workplace culture by addressing team concerns promptly and implementing initiatives aimed at boosting morale and job satisfaction.
- Conducted regular audits of internal processes to identify areas for improvement and implement corrective measures promptly.
- Enhanced staff performance through comprehensive training programs and regular performance evaluations, leading to a more skilled and motivated team.
- Developed effective filing systems that streamlined document retrieval, increasing efficiency within the workplace.
- Collaboration with leaders from other departments and Coordination with vendor and stakeholder for smooth communication flows and managing relations.
Admin Associate (PAN INDIA)
Centre for Health Research & innovation (a PATH affiliate)
04.2018 - 04.2022
- Procurement: Commencement of Purchase, Preparing all supporting documents inclusive of MoM vendor and Comparative, issuance of purchase order in alignment with internal compliances and policy
- Ensuring the implementation of Procurement policy, SOP, planning, and implementation of the activity
- Vendor Management: Identification, Development, Finalization of Rate Contracts
- Issuance of consulting services agreements, work orders and purchase orders
- Logistics arrangement for in house and outside meetings, Training, conference, event, and workshops
- Scrutiny and verification of bills/invoices submitted by vendors, consultants, and contractors before releasing payment as per CHRI policy
- Support finance team in audit, Contract Management & Administration, Budget Vs Actual reports, Expense Monitoring etc… ensure and provide additional documentation and activity details, if required
- Ensure all compliance related to Procurement and Operations
- Ensure all the vendors, service providers, and suppliers are paid on time for the smooth functioning of the office
- Manage purchase order, agreement and contract ending date and review on time if the extension is required
- Supervise and manage admin staff and day-to-day activity
- Managing office supplies, equipment inventory, service maintenance of equipment and petty cash
- Complete travel/logistical coordination for project team visits
- Co-ordinate with CHRI/PATH IT person and consultant for ensuring smooth connectivity
- Maintenance of Fixed Assets, dead stock, Fixed Asset record/Inventory, Physical Verification, and disposals as per policy
- Ensure proper record keeping of office records and stock if any
- Perform field visits of field office and meeting/workshop venue for ensuing support services
- Travel Desk, Booking Air Tickets, Train Tickets, Hotel, Taxi & Visa
- Responsible for estate management like search for new office, rent of office premises, execution of agreement with landlord, timely payment of rent, payment of electricity, etc.
Officer- Administration & Operations
Digital Empowerment Foundation
04.2016 - 03.2018
- Procurement: Purchasing policy, planning, and implementation
- Vendor Management: Identification, Development, Finalization
- Logistics & Supply Chain Management for all purchases and donated items
- Tracking and order processing, prepare comparison sheets, approval etc
- Coordination with Vendors and to prepare comparison sheets
- Assessing vendor performance based on pre-defined criteria
- Managing the centralized procurement system from the Delhi HO
- Managing and controlling local procurement as per the requirement of project and availability and transportation factor
- Civil work and infra structure renovation/ reconstruction at Project Area as well as Delhi HO
- Tracking of Assets and Insurance of new and old assets, processing of claim etc
- Maintained/updated vendor database and empanel with the organization and also keep their legal document (VAT, Service Tax, PAN, Registration Certificate and Work Profile etc.), I have explored/done the procurement work directly with the authorized distributors like Adobe, Quick Heal End Point Security Solution Cloud based Antivirus, Croma, Sintex, Nilkamal, Exide, HP, Casio, KENT, Brother etc
- Administration: Inventory and assets management
- All general administration activities at Delhi HO
- Conduct the monthly meeting with them for the updates and work progress, making minutes of Meeting and share to all for the further better improvements/quality works
- A team of 08 administrative staff work under my supervision
- AMCs and maintenance of office assets with insurance including vehicles
- Travel Desk, Booking Air Tickets, Train Tickets, Hotel, Taxi & Visa
- Logistic requirement of Event (Hotel, Rooms, tickets, Taxies, branding & promotion collateral).
Executive-Administration
VFS Global Service Pvt. Ltd.
06.2015 - 04.2016
- Taking care of all general administration activities at Regional Level
- Preparing of MIS related to administration
- Travel Desk, Booking Air Tickets, Taxi & Visa
- Vendor Management-Vendor Developments
- Cost effective professional, proficient in maintenance of facilities viz., House Keeping, Office Equipment’s, successful in leading corporations through critical phase, turnaround and fast-track growth
- Strong leadership traits with excellent ability to coordinate with different people at one time under difficult situations and the ability to bring out the best in others while creating a healthy and friendly work environment, thus enhancing operational efficiency and optimizing resource utilization
- Repair & Maintenance of office assets
- Break down analysis & corrective action based on the analysis as proactive action to avoid future loses
- Stationery & Printing stationery as per office requirement and maintain inventory
- Handling petty cash and clear the same as per the policy
- Facility Management-Housekeeping
- Local procurement
- Ensure to process vendor payment and coordinating with the finance department to get these clear within the timeline to release vendor payment
- Corporate Event: Meeting, Training, Dinner etc
- OFFICES: NEW DELHI OFFICE (TWO BRACHES), CHANDIGARH, BHUVNESHWAR.
Manager –Administration
Skysure Solutions Pvt. Ltd.
10.2011 - 06.2015
- General office administration including printing, letters, deliveries; Filing: physical and electronic
- Liaison with IT to maintain strong support structure
- Identifying dependable and cost-effective vendors for various services and maintaining schedule of alternate vendors and vendor accounts, also responsible for releasing purchase order and handling purchase of materials
- Travel Desk, Booking Air Tickets, Taxi & Visa
- Liaised with Vendors and Agencies for signing effective corporate deals and contracts for AMCs
- Maintaining and keeping up to date detailed contact database in Excel and as database is developed in others program
- Reporting and analysis: weekly and monthly; development of template and review and update
- Policy making, Planning and implementation
- Maintaining prospect log and business development reporting
- Use of Microsoft office particularly for report writing, presentations and proposals and analysis
- Presentation and report updates, MI
- Recruitment, Attendance & Leave records
- Meeting scheduling, Preparing dockets etc
- Manage Petty Cash & Coordination with account for Billing & TDS etc
- Additional Responsibility
- Ground level research on the telemedicine project in India, different prospect and approach of Project
- Research for opening of new project or new center to finalize basic criteria, scope, requirement of prospect clients for the Telemedicine project
- Tracking of the performance of every entrepreneur, our team and make different reports and different analysis over a regular interval of time or whenever management required
- Keeping studying the different aspect of operation and process, difficulties by field team, and our entrepreneur over a regular period to produce better result and deliver best services to our client
- Healthcare experience including review of health insurance and micro insurance products in India
- Research and Review “Mother - Child SMS program”.
Executive
World Health Partners
- 10.2011
- Consolidating daily/ weekly / fortnightly / Monthly Reports & MIS
- Collecting and Analysing Data
- File management, scanning documents, taking calls
- Creating and processing of sales order, Web order & purchase order
- Coordination & Co-operation with Field Team, Clients & RLAs
- Coordination with the management and other departments
- Data and Field research for new location/ Project
- Maintaining attendance and leave records for employees
- Coordination with Management and ROs for Planning and scheduling of trainings of Field officers, TPCs, RHPs and FCs
- I also prepare the training agenda and training docket for the trainees and Trainers
- Keeping studying the different aspect of operation and process, difficulties by field team, and our entrepreneur over a regular period to produce better result and deliver best services to our client
- Play an important role in planning and strategy of new policies and its implementation
- Maintaining various processes through ERP as a user and trainer for the staff
- PROJECT: Telemedicine – Family Planning.
Education
Master of Business Administration -
Bharati Vidyapeeth Deemed University
Bachelor of Arts - B.A. (Hons.)
Sri Aurobindo College, University of Delhi
South Campus, Delhi 04.2001 - 04.2006
12th -
C.B.S.E.
DELHI05.2003
10th - undefined
C.B.S.E Board
Six-month computer diploma - undefined
NIIT
Skills
Procurement Management
Strategic Planning and Implementation, ERP implementation (Procurement & Admin Modules)
Vendor Management
General Office Administration
Inventory & FAR Management
Vendor Management
Travel Management, Event/ Conference/ Training Management
AMC-Repair Maintenance of IT Equipment, Office Equipment
Insurance of Goods & Office
Process Improvements
Systems Monitoring
Professional Highlights
- Managed 30+ Pan India offices from Delhi
- Lead the single value purchase of INR 8CR
- 6 years plus experience in managerial Role
- Managed the admin & procurement activities of projects above 100 CR.
- 04 Year of experience in managing the Global Fund project with ZERO disallowance.
- Experience in leading the team of up to 06 people in my previous assignments.
- Member of Procurement Committee and Emergency Response Team
- Procurement Management
- Strategic Planning and Implementation
- ERP implementation (Procurement & Admin Modules)
- Vendor Management
- General Office Administration
- IT Management
- Inventory & FAR Management
- Travel Management
- Event/ Conference/ Training Management
- AMC & Repair Maintenance of IT Equipment & Office Equipment
- Insurance of Goods & Office
Awards
Leadership Award for Procurement & Corporate Services, FMLA and CE Worldwide, 04/2024
Accomplishments
- Managed 30+ Pan India offices from Delhi
- Lead the single value purchase of INR 8CR
- Managed the admin & procurement activities of projects above 100 CR.
- 04 Year of experience in managing the
- Global Fund project with ZERO disallowance.
- Experience in leading the team of up to 06 people.
- Member of Procurement Committee and Emergency Response Team
- Honored by the Leadership Award for Procurement & Corporate Services by FMLA and CE Worldwide
Timeline
Admin Associate (PAN INDIA)
Centre for Health Research & innovation (a PATH affiliate)
04.2018 - 04.2022
Officer- Administration & Operations
Digital Empowerment Foundation
04.2016 - 03.2018
Executive-Administration
VFS Global Service Pvt. Ltd.
06.2015 - 04.2016
Manager –Administration
Skysure Solutions Pvt. Ltd.
10.2011 - 06.2015
Bachelor of Arts - B.A. (Hons.)
Sri Aurobindo College, University of Delhi
04.2001 - 04.2006
Procurement and Administration Manager
American India Foundation
5 2022 - Current
Executive
World Health Partners
- 10.2011
Master of Business Administration -
Bharati Vidyapeeth Deemed University
12th -
C.B.S.E.
10th - undefined
C.B.S.E Board
Six-month computer diploma - undefined
NIIT