Manager – Operations & Procurement

About PCVC:

International Foundation for Crime Prevention and Victim Care (PCVC), Chennai, is a survivor-centred organisation working with women and children affected by domestic and gender-based violence. The organisation provides crisis intervention, shelter, psychosocial support, legal and health referrals, economic empowerment, prevention work, and systems-level engagement.

Want to know more about us: https://pcvconline.org/

PCVC Encourages - Women candidates to apply for this position

Key Responsibilities

1. Procurement Management

• Manage procurement for all PCVC projects, ensuring timely and budget-compliant purchases.

• Coordinate with teams to identify needs and timelines.

• Follow procurement policies and obtain necessary approvals.

• Compare vendors and document purchases.

• Maintain procurement records and track budgets with Finance.

• Ensure timely purchases for trainings, workshops, and office supplies.

• Manage vendor contacts and negotiate where necessary.

2. Premises and Facilities Management

• Oversee the maintenance of PCVC offices and centers, ensuring cleanliness and safety.

• Coordinate repairs and utility management.

• Track rental payments and maintenance logs and ensure safety measures are in place.

• Handle space planning and maintain facilities for staff and visitors.

3. Vendor and Service Provider Management

• Identify and manage reliable vendors, ensuring quality service.

• Monitor contracts and ensure compliance with PCVC standards.

• Address vendor issues and keep records up to date.

4. Asset and Inventory Management

• Maintain an asset register and track organization’s equipment.

• Conduct physical checks and manage stock registers for supplies.

• Handle asset repairs, replacements, and disposals.

5. Office Administration

• Manage day-to-day operations of PCVC offices.

• Ensure availability of office supplies and support staff.

• Coordinate meetings and maintain organizational records.

• Assist senior management with operational needs for meetings and events.

6. Logistics and Travel Coordination

• Arrange local travel, vehicles, accommodation, and logistics for staff and visitors.

• Manage vehicle usage, drivers, fuel records, and insurance.

• Ensure safe and cost-effective transport.

• Help with moving materials and supplies between locations.

• Keep travel approval and reimbursement records in sync with Finance.

7. Safety, Security, and Emergency Preparedness

• Prepare premises for safety and emergency situations.

• Maintain emergency contact lists and safety equipment records.

• Coordinate safety checks and fire safety services.

• Ensure secure access to sensitive areas.

• Report any safety or security issues to management.

• Implement protocols for child and survivor safety.

8. Coordination with Finance, HR, and Programme Teams

• Work with Finance for procurement, payments, and documentation.

• Submit bills and invoices on time.

• Collaborate with programme teams for purchasing needs.

• Assist HR with seating, ID cards, logistics, and asset handover during staff exits.

• Provide monthly updates to management regarding repairs, expenses, and assets.

9. Documentation and Reporting

• Keep accurate operational records and trackers.

• Prepare monthly reports on procurement, maintenance, and assets.

• Maintain documentation for projects and donors.

• Ensure all expenses have proper approvals.

• Organize digital and physical files for audits.

• Support audits by providing necessary documents.

Essential Skills

· Strong administrative and organisational skills.

· Ability to manage procurement for multiple projects and locations.

· Ability to coordinate with programme teams while maintaining clear operational boundaries.

· Good negotiation and cost-control skills.

· Strong documentation and filing ability.

· Basic understanding of budgets, invoices, quotations and expense documentation.

· Ability to manage premises maintenance and day-to-day office operations.

· Proficiency in MS Office / Google Workspace.

· Ability to maintain trackers and prepare reports.

· Strong follow-up and problem-solving skills.

· Ability to work with confidentiality and sensitivity in survivor-facing environments.

Salary will be commensurate with qualifications, experience, and organisational norms.

Required Qualifications & Experience -

Qualification : UG/PG in administration, operations, management, commerce or related fields will be an advantage.

Minimum 7+ years of experience in administration, operations, procurement, facilities or office management.

Experience in NGO, social sector, healthcare, education, hospitality, institutional administration or service-sector operations will be preferred.

Experience managing multiple premises or office locations will be an advantage.

Working knowledge of procurement procedures, vendor management, maintenance coordination and asset tracking.

Fluency in Tamil is mandatory. Ability to communicate effectively in English is also required.

Office Location : Chennai, Tamil Nadu.

Salary: Will be discussed at the time of interview

Why choose PCVC?

• Enjoy flexible shifts with a standard 8-hour work schedule, and Saturday / Sunday are off for a great work-life balance.

• Experience a safe and supportive learning environment that promotes your growth.

• Benefit from comprehensive leave policies, including casual leave and medical leave.

• Take advantage of our provident fund scheme, where you can contribute equally for a more secure financial future.

-Submit resume and cover letter to, PCVC Team at [email protected]

-Incomplete applications will not be considered. Strictly no phone calls. Please go through the JD and if interested pls apply.

*Please note:* Due to the high volume of applications, only those who meet all the above criteria and are selected for the interview will hear from us

Pay: ₹500,000.00 - ₹550,000.00 per year

Benefits:

• Cell phone reimbursement
• Flexible schedule
• Paid sick time
• Paid time off
• Provident Fund

Ability to commute/relocate:

• Anna Nagar, Chennai, Tamil Nadu: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Do you have work experience with NGO, the social sector, healthcare, education, hospitality, institutional administration or the service sector?

Education:

• Master's (Required)

Experience:

• 7years: 7 years (Required)

Work Location: In person