Operations Fellow

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About the Organization

We at CivicDataLab (CDL), work with the goal to use data, tech, design and social science to strengthen the course of civic-engagements in India. We work to harness the potential of the open-source movement to enable citizens to engage better with public reforms. Our work is centered around building data strategy, data platforms and data science applications to push data-driven decision-making at scale. Moreover, we work closely with governments, non-profits, think tanks, media houses, academia and more to build overall data and tech capacity.

Job Description

We are currently looking for a fellow to work on our Organisational Operations to help streamline our day-to-day operations and administration at our Delhi Office under the guidance of the internal Finance and Operations team along with close coordination with the People and Culture Manger.

CDL Office

• Managing the day-to-day operations at our Delhi Office (currently 3 days a week)
• Ensuring the co-working space is booked in advance based on the planned days for at least a month
• Ensuring all relevant trackers/documents are updated by Bandhus (aka) Employees relating to their availability etc.
• Oversee any gaps/issues faced by Bandhus in the co-working space eg: Network issues, problems in access to printers or any other facility available to us as part of the coworking etc.
• Work in close collaboration with the People Manager to help address any issues/ad-hoc requests/any emergency situations due to natural/social disasters that may arise.
• Alert the finance team in case of any major hassles relating to co-working.

Events, Travel and Logistics

• Responsible for all logistics related to events hosted by CDL in Delhi (or anywhere within India) in close coordination with the finance team
• Collaborate with the respective POC in CDL to ensure the event is hosted successfully - this would include but not limited to the below:
• Ensuring the Finance team is consulted for the Budget limits
• Figuring out the venue, accessibility and logistics
• Responsible for booking the advance and other remittances (with Finance team) for the Venue, Food & Beverages Menu, Technical requirements, etc. required for the event
• Help with curating or preparing any Outreach and Memorandum material required for the event -- eg: Printing of pamphlets, reports, any other stationery required, purchase for memorandum to be presented to the guest speakers, etc
• Responsible for travel associated with the event - including Guest speakers, Internal team - for flights, Local travel etc. in close coordination with the finance team
• Communication with the Event Partner regarding event requirements/payment updates, etc.
• Assist with any Visa application procedures for Directors/ Leads travelling internationally (filling out visa application forms, visiting embassy office etc) – The fellow should have a passport for themselves (non-negotiable)

Finance and Operations

• Managing physical documentation of Bills and receipts database for the below – Project level expenses made by Bandhus, CDL Office expenses and Ensure all the Bills and receipts maintained are as per the accepted norms or guidelines as applicable.
• Responsible for execution of any pre-contract requirements, Contracts/MoUs with any partners or funders as well as invoices raised to Partners in close coordination with the Directors for signatures, followed by courier or submission to partner’s office, etc.
• Responsible for the coordination required for any Banking documentation involving Directors’ signatures, followed by courier or submission to CDL’s Bank Accounts, etc
• Expected to maintain regular relationship with CDL’s Banking partners, suggest best ways of Banking operations and account management with the finance team, thereby ensuring good credit limit for the organisation
• Oversee CDL’s storage space where we have stored some of our necessities- to ensure required items/things are taken out, used for the specific purpose and sent back to the storage unit– this may include stationeries, printed banners, signages, etc.
• Managing the internal Asset tracking system in close coordination with the Finance team and help assist with any laptop requirement made by Bandhus during their course of employment at CDL
• Oversee coordination with the company CA and CS for signatures needed by Directors on any organisation documents curated by them and taking care of the courier of those to the respective offices.

Support People and Culture (HR)

• Assist with onboarding and exit formalities in close coordination with the People and Culture Manager.
• Support in maintaining recruitment track records and updating internal HR database, Bandhu documentations, etc
• Help coordinate interviews, including scheduling, follow-ups, and reminders
• Oversee and manage communication of emails such as interview invitations and regret emails,etc involved in the hiring funnel

Education Qualification/Required Skills & Experience

We are looking for someone with prior experience (upto 6 months) in general administration and management, preferably with Masters in Finance and/or Operations background to apply for this role.

For more information please check the Link

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