Coordinator, Administration

Organisation:  Prajwala- An Anti-Trafficking Organisation

Apply By:  18 Nov . 2017

Location:  Hyderabad(Telangana)

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Job Title                      :           Coordinator

Department                 :           Administration

Operating Unit             :           PRAJWALA

Location                      :           Tukkuguda, RangaReddy

Salary                         :           17,000/-

Experience                  :          Minimum 2-3 years

Minimum Qualifications

  1. Any Graduation / Post Graduation
  2. Computer Knowledge MS Excel, MS Word, MS Power point and Internet
  3. Excellent writing and verbal communication skills in Telugu, English and Hindi


Background: Prajwala is an anti-trafficking organization, which believes in preventing women and children from entering prostitution, the worst form of sexual slavery. The organization is actively involved in second-generation prevention, rescue, rehabilitation, restoration and social reintegration of victims of trafficking for commercial sexual exploitation. Efforts are made to explore both employment and self employment alternatives for the survivors.  

Essential Duties and Responsibilities

  1. 1.    Logistics 

Travel and Hotels

  • Receive travel requests with approvals. Follow up for approvals
  • Book flight tickets/ cabs/ hotels. Follow up with vendors for the same.
  • Coordinate with the concerned staff for the same



  • Hire vehicles
  • VMS: Verify the vehicle log sheet
  • DSPN: verify if the correct information is provided


Payments & Requisitions, Reimbursement

  • Receive requests for cash
  • Receive approvals from Finance
  • Arrange within 1-2 days
  • Receive requests and bills. Verify the bills, dates and rates
  • Prepare a voucher in case of petty cash
  • Coordinate with the HOO for approvals


Operating and Petty Cash  

  • Verify all documents. Check account codes and project codes.
  • Submit for approvals from Admin mgr./ HOO/ Finance


  1. 2.     Procurement

  • Receive requests made by concerned departments.
  • Receive purchase requests. Carry out vetting and due diligence of the vendor. Carry out reference checks.
  • For amounts less than Rs. 1000- issue purchase order
  • For amounts from Rs. 1000-Rs. 20,000 and Rs. 20,000-r. 50,000- Bid Committee process. Collect quotations and verify specifications. Prepare Bud Summary.
  • Receive recommendations from IT
  • Send the purchase order copy to the Finance Department
  • Verify the goods received and follow up with the vendors if vendors
  • Send the goods received note to Finance with the payment


  1. 3.     Vendor Management
  • Maintain a database
  • Update in case of new vendors
  • Maintain the supplier tool
  • Update the documents of quotations, specifications
  • Renewal of vendor contracts; lease agreements, travels, medical insurance, property insurance


  1. 4.     Inventory Management
  • Mention inventory number after entering the details in the software. Enter details like model number, serial number, project number, user location
  • Prepare the issue slip and check if all requirements are mentioned
  • Maintain a stock register with details about stationery and kitchen items


  1. 5.    Housekeeping and Documentation


  • Follow up with the cleaners to clean premises
  • Maintain office decorum
  • Coordinate with plumbers, electricians, etc. for day to day maintenance
  • React to employee complaints
  • Manage arrangements for guest visits



  • Maintain and file all the documents
    • New orders
    • Timesheets
    • Vendor related
    • Electricity bills
    • Procurement bills
    • Ensure program files are in the right place
  1. 6.    Event Management
  • Arrange meetings and programs. Arrange hotels and meetings places for the same.
  • Manage all logistics
  • Manage budget as decided for the project


  1. 7.     IT maintenance
  • Repair and maintenance of spare parts of the Laptop/ computer / Printer

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