State Administrative Officer (Lucknow)

About PFI:

The Population Foundation of India (PFI) is a national non-government organization at the forefront of policy advocacy and research on population, health and development issues in the country. PFI leads advocacy efforts and works as a think-tank dedicated to promoting and advocating effective formulation and implementation of gender sensitive population, health and development policies, strategies, and programs in the country. Policy advocacy, social and behavior change communication, community action and knowledge management are some of the key strategies that PFI works on to achieve the organization’s goals.

Over the years, PFI has played a catalytic role to address issues relating to gender equality, women empowerment and other social determinants. PFI is committed to serving the economically weak and marginalized sections of society in the high priority districts (HPDs) with poor socio-health-demographic indicators.

Job Description: State Administrative Officer (Lucknow)

No.of Reports: Nil

Duration: 1 Year

Purpose: To be responsible for handling the Administration and Finance for PFI Lucknow State.

Responsible to:

Lead - State Head and dotted line reporting to the

Chief Financial Officer 

Location: Lucknow, Uttar Pradesh

Job Function: Administration & Finance

Responsibilities:

• Maintenance and upkeep of office including repairs and renovation.
• Managing end to end procurement process for state and project offices, adhering to organizational policies and processes.
• Managing assets as per organizational policies and processes
• Overall travel and logistics management of program staff.
• Support in organizing meetings and conferences.
• Empanel vendors and manage them for travel, maintenance and other Admin and program support services.
• Support in managing finance and accounting related requirements of the organization.
• Processing of payments and coordinating with Delhi Finance team for submission of expenses reports and other related documents.
• Visiting partners or other stakeholders for finance related reviews
• Support in managing staff attendance and leaves in accordance with the organizational policy and practices.

• Assist State Head in preparing the monthly Program office budget for approval.
• Provide assistance to HR in Head office during deployment of new staff or relieving of old staff.
• Keeps custody of Admin and Financial documents like lease agreements, purchase and service orders, MoU etc.
• Any other administration and program support related work that may be assigned from time to time.

Key Performance Indicator:

• Vendor management.
• Logistics management and Assets management.
• Event management.
• Processing of payments and coordination with Finance team.
• Staff attendance and leave management.
• Provide support to HR during deployment or relieving of staff.
• Support in preparation of state office budget.
• Timely collection of reports from NGO partners.

Competencies:

• Working together:

Is a team player and works closely within the team as well as with cross functional teams.

• Communication Skills:

Excellent written and verbal skills to network

• Responsiveness:

Understands the demands of organization needs and can identify and respond to urgent tasks

• Willingness to Learn:

Continuously works towards improving professional competence by acquiring new skills

• Delivering Results:

Is goal oriented and takes initiative in identifying alternate methods to ensure high quality results.

• Adaptability and Initiative: Quickly adapts to organizational demands and is open to take new challenges
  • Adherence to Policies:

Abides by organisational norms and policies all the time

Required Skills:

• Minimum Graduation Degree from a reputed educational institution.
• Experience of at least 5 years in Administration and Program Support.
• Proficient in MS Word, Excel, PowerPoint, Outlook, and Internet Explorer

Please send your updated CV with a covering letter describing your suitability for the position to hrpfi@populationfoundation.in latest by   5^th May 2024. Please mention the position “State Admin Officer- Lucknow” in the subject line of your e-mail. Only shortlisted candidates will be contacted

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