Head – Procurement & Facilities

Job Title: Head – Procurement & Facilities

Grade: D

Department: Admin & Procurement

Reporting to: Director HR & Admin

Location: National Support Office (NSO), New Delhi

Contract duration: 5 years (extendable)

About Bal Raksha Bharat

Bal Raksha Bharat (also known as Save the Children) is India's leading independent child rights organisation. It is a member of Save the Children movement that operates globally with the mission to inspire breakthroughs in the way the world treats children and achieve immediate and lasting changes in their lives. We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their fifth birthday

• All children learn from a quality basic education

• Violence against children is no longer tolerated

We implement programmes in the remotest corners of India and urban areas in the areas of Health & Nutrition, Education, Child Protection and Livelihood & Economic Wellbeing in order to facilitate quality education, healthcare and protection from harm and abuse and life-saving aid during emergencies to children.

ROLE PURPOSE

The Head – Procurement & Facilities is a senior leadership role responsible for providing strategic, operational and functional leadership for procurement, facilities management and related support services across Bal Raksha Bharat. The position will ensure that BRB has an efficient, transparent, compliant, cost-effective and service-oriented procurement and facilities function that enables programme delivery and organisational effectiveness. 

The role will lead the development and implementation of procurement and facilities strategies, systems, policies, standards and controls; strengthen vendor and contract management; drive value for money and cost optimisation; ensure effective management of offices, assets, infrastructure, fleet and workplace services; and provide timely support to National Support Office, State Offices and programme locations.

The incumbent will work closely with Finance, Programme Implementation, HR, IT, Legal, Risk, Communications, Resource Mobilization and other functions to ensure that procurement and facilities services are aligned with BRB's strategy, donor requirements, safeguarding standards, risk appetite and operational needs.

SCOPE OF ROLE

Scope: Strategic and functional leadership of Procurement & Facilities

Staff reporting to this post: Yes

Budget Responsibilities and approval: Functional procurement, facilities, infrastructure, fleet and service budgets, within delegated authority

Context: Development / Humanitarian (Both)

KEY RESPONSIBILITIES

Strategic Leadership and Functional Governance

• Develop and periodically review BRB's procurement and facilities strategy, annual plans, service standards and operating model in alignment with organisational priorities.

• Provide strategic direction on procurement, facilities, asset management, fleet, workplace services and vendor management across NSO, State Offices and programme locations.

• Ensure procurement and facilities practices support BRB's low-cost, efficient and sustainable operating model while maintaining quality, compliance and business continuity.

• Advise Leadership Council and Management Council on major procurement decisions, contracts, infrastructure investments, operational risks and cost optimisation opportunities.

• Strengthen governance, segregation of duties, delegated authorities, controls and documentation across the procurement and facilities lifecycle.

• Drive continuous improvement, digitalisation, standardisation and use of data for procurement and facilities decision-making.

Procurement Management and Value for Money

• Lead end-to-end strategic procurement for goods, services, works, consultancy and other organisational requirements, ensuring timely delivery and value for money.

• Oversee annual procurement planning, demand aggregation, sourcing strategies, competitive bidding, evaluation, negotiation, contracting, purchase orders and supplier performance management.

• Develop and maintain procurement categories, preferred supplier arrangements, rate contracts and framework agreements where appropriate.

• Ensure procurement processes are transparent, competitive, ethical, documented and compliant with BRB policies, donor requirements and applicable laws.

• Lead high-value, complex and strategic procurements and provide guidance to teams on sourcing options, specifications, bid evaluation and commercial negotiations.

• Monitor procurement cycle times, savings, cost avoidance, supplier concentration and other performance indicators and take corrective action.

Vendor, Contract and Risk Management

• Establish robust systems for vendor due diligence, onboarding, performance assessment, contract management, renewals and exit/closure.

• Ensure appropriate due diligence, conflict-of-interest checks, sanctions/debarment screening and other risk controls as applicable to procurement and suppliers.

• Lead negotiations and manage commercial relationships with key vendors, service providers, landlords, contractors and strategic partners.

• Maintain visibility of contract obligations, expiry dates, service levels, warranties, insurance and other contractual requirements.

• Identify and mitigate procurement, fraud, operational, reputational, legal and supply risks, working closely with Finance, Legal and Risk functions.

• Support internal and external audits and ensure timely closure of procurement and facilities-related observations.

Facilities, Infrastructure and Workplace Management

• Lead facilities management for BRB offices and operational locations, ensuring safe, functional, cost-effective and fit-for-purpose workplaces.

• Oversee office leasing, maintenance, utilities, housekeeping, security, repairs, space management, office moves, fit-outs and related workplace services.

• Establish preventive maintenance plans and service standards for buildings, equipment and critical infrastructure.

• Ensure compliance with applicable health, safety, fire, electrical, building, environmental and other statutory requirements relevant to facilities.

• Lead business continuity and emergency preparedness for offices and critical facilities, in coordination with Risk, IT, Security and relevant teams.

• Promote environmentally responsible workplace practices, energy efficiency, waste reduction and sustainable procurement.

Insurance Management:

• Responsible for end-to-end management and administration of the organisation’s insurance portfolio covering staff, assets and children/programme-related risks.

• This includes assessing insurance requirements, coordinating with insurance providers and brokers, ensuring timely renewal of policies, maintaining accurate records, monitoring coverage and claims, and facilitating timely settlement of claims.

• Ensure that insurance coverage remains aligned with organisational risks, statutory requirements and programme needs, while periodically reviewing adequacy of coverage, premiums and terms to ensure optimal protection and cost-effectiveness.

Fleet, Travel and Asset Management

• Oversee fleet management and related service arrangements, including vehicle procurement/lease, maintenance, utilisation, safety, documentation and cost monitoring where applicable.

• Ensure effective asset lifecycle management covering acquisition, tagging, custody, movement, maintenance, verification, transfer and disposal.

• Strengthen controls for inventory, office equipment and other organisational assets and ensure periodic physical verification.

• Work with Finance and relevant functions to maintain accurate records and ensure appropriate accounting and disposal processes.

• Monitor utilisation and total cost of ownership and recommend optimisation, consolidation or replacement decisions.

Financial Management, Cost Optimisation and Reporting

• Lead procurement and facilities budgeting, forecasting and expenditure monitoring in coordination with Finance and budget holders.

• Drive cost optimisation through strategic sourcing, demand management, standardisation, contract rationalisation and supplier negotiations without compromising quality or safeguarding.

• Ensure timely and accurate management information on procurement spend, savings, contracts, facilities costs, assets and service performance.

• Establish benchmarks and dashboards to track procurement efficiency, facilities costs, supplier performance and service-level adherence.

• Provide periodic reports and analysis to senior management and relevant governance forums.

People Leadership, Service Excellence and Capability Building

• Lead, develop and build the capability of procurement and facilities teams through clear objectives, coaching, performance management and learning.

• Build a customer-focused service culture with clear service levels, responsiveness and accountability to programme and support functions.

• Develop SOPs, tools, templates, guidance and training to strengthen procurement and facilities capability across BRB.

• Promote collaboration across functions and state teams and ensure consistent application of policies and standards.

• Foster an inclusive, ethical and accountable team culture aligned with BRB's values.

Digitalisation, Systems and Process Improvement

• Drive digitalisation of procurement workflows, approvals, vendor records, contracts, purchase orders and management reporting.

• Work with IT and Finance to strengthen integration of procurement, P2P, inventory, asset and financial systems.

• Use data analytics and automation to improve visibility, cycle time, compliance and decision-making.

• Lead process reviews and simplification initiatives to reduce administrative burden and improve end-user experience.

Safeguarding, Ethics and Compliance

• Ensure procurement and facilities operations comply with BRB safeguarding, anti-fraud, anti-corruption, anti-harassment and ethical standards.

• Embed safeguarding and ethical considerations into supplier selection, contracting, facilities and workplace service arrangements.

• Ensure appropriate confidentiality and protection of organisational and supplier information.

• Promote a zero-tolerance approach to fraud, bribery, conflicts of interest and unethical supplier practices.

Stakeholder Management and Representation

• Build effective relationships with senior leaders, programme and state teams, suppliers, service providers, auditors and relevant external stakeholders.

• Represent BRB in relevant procurement, facilities, supply chain and professional forums as required.

• Provide expert advice to management on procurement and facilities matters, risks, market trends and operational options.

BEHAVIOURS (Values in Practice)

Accountability

• Holds self and others accountable for delivering high-quality, timely and compliant services aligned with organisational goals.

• Demonstrates ownership and responsibility for procurement decisions, resources and commitments with integrity.

Ambition

• Sets ambitious goals for efficiency, value for money, service quality and operational excellence.

• Seeks opportunities to simplify, innovate and build a high-performing procurement and facilities function.

Collaboration

• Builds strong relationships across functions, state teams and external stakeholders.

• Encourages mutual respect, transparency, knowledge sharing and customer-focused service.

Creativity

• Brings innovative and practical solutions to sourcing, facilities, technology and cost optimisation challenges.

• Champions new approaches that improve efficiency, sustainability and user experience.

Integrity

• Upholds the highest ethical standards, transparency and fairness in procurement and vendor dealings.

• Promotes responsible stewardship of organisational resources and puts children's best interests at the centre of decisions.

QUALIFICATIONS

Master's degree or professional qualification in Supply Chain Management, Procurement, Operations, Facilities Management, Business Administration, Finance, Engineering or a related discipline. Relevant professional certification in procurement/supply chain would be an advantage.

EXPERIENCE AND SKILLS

• Minimum 15–20 years of progressively responsible experience in procurement, supply chain, administration, facilities or operations, preferably within development, humanitarian, social sector or similarly complex organisations.

• At least 5–6 years in a senior leadership role managing procurement and/or facilities functions.

• Demonstrated experience managing large and diverse procurement portfolios, strategic sourcing and complex vendor/contract relationships.

• Strong experience in facilities, infrastructure, fleet, asset and workplace management across multiple locations.

• Proven experience in cost optimisation, process transformation, digitalisation and building efficient operating models.

• Experience working with audit, risk, compliance, donor and statutory requirements.

• Demonstrated experience leading and developing multi-disciplinary teams and working effectively across functions.

KEY COMPETENCIES

• Strategic leadership and systems thinking

• Procurement and strategic sourcing

• Contract and vendor management

• Facilities, workplace and infrastructure management

• Financial acumen and cost optimisation

• Risk management, governance and compliance

• Negotiation and commercial decision-making

• Process improvement and digital transformation

• Asset, fleet and inventory management

• Stakeholder engagement and influencing

• Team leadership and capability building

• Data-driven decision-making and service excellence

Additional job responsibilities

The duties and responsibilities outlined above are not intended to be exhaustive. The role holder may be required to undertake other duties and responsibilities that are reasonably aligned with their skills, experience, and the needs of the organization.

In addition, the role holder may be required to lead or support organisation-wide operational improvement initiatives, emergency response arrangements, office transitions, major infrastructure projects, procurement transformation initiatives or other strategic assignments as and when assigned by the organisation.

Indicative KPIs

• Procurement cycle time and service-level adherence

• Procurement savings / cost avoidance and value for money achieved

• Compliance with procurement policies, delegated authorities and audit requirements

• Vendor performance, contract compliance and supplier risk management

• Facilities service quality, uptime and statutory compliance

• Optimisation of facilities, fleet, asset and workplace costs

• Timely and accurate procurement and facilities planning, budgeting and reporting

• Digitalisation and process improvement milestones achieved

• Asset verification, utilisation and lifecycle management

• Business continuity and workplace safety readiness

• Internal stakeholder satisfaction with procurement and facilities services

• Team performance, capability and succession readiness

Equal Opportunities

Bal Raksha Bharat aims to be an equal opportunity employer. We welcome all applications irrespective of age, race, colour, gender, disability, sexual orientation, religion, belief or creed. Women candidates are encouraged to apply.

Child Safeguarding

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

CHILD SAFEGUARDING (Strike out whichever is not applicable)

Level 1: The role holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore, a police check will not be mandatory unless the content or location of the role changes, in which case the Child Safeguarding level will be reviewed.

Level 2: Either the role holder will have access to personal data about children and/or young people as part of their work; or they will be working in a ‘regulated’ position (Finance, Monitoring & Evaluation, Legal etc.); therefore, a police check will be required.

Level 3: The role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in programs; or are visiting programs; therefore a police check will be required.

Recommended for this role: Level 2, subject to BRB's role-based safeguarding assessment.

Safeguarding our Staff

The post holder is required to carry out the duties in accordance with the BRB’s anti-harassment policy and all applicable safeguarding, health, safety, security and ethical standards.