Administrative Assistant (Consultant)

Position Title: Administrative Assistant (Consultant)

Organization: Family Planning Association of India (FPA India)

Location: New Delhi, RK Puram, New Delhi

Last date of receiving application: March 18, 2025

Background:

Family Planning Association of India (FPA India) is a social impact organisation delivering essential health services focusing on sexual and reproductive health in 18 states of India. Established in 1949, FPA India has seven decades of experience in the field of sexual and reproductive health. It works in close partnerships with central and state governments, NGOs and national and international funding agencies. FPA India touches over 30 million lives annually and endeavours to make a deeper impact with a wider reach. It has successfully implemented various initiatives with support from development partners and donors over the years.

Headquartered in Mumbai, FPA India has 44 Branches/Projects, with 41 Static Clinics, and outreach programmes spread across 18 States, including the State of Jharkhand. Over 3,000 policy-level volunteers and 1,000 FPA India Staff receive support from over one lakh community members of local volunteer groups including Self Help Groups. It works in close partnerships with central and state governments, NGOs, UN agencies, and national and international funding agencies.

Family Planning Association of India (FPA India) is looking forward to engage an Administrative Assistant (Consultant) to work with the NTSU-FP-MH to extend support in the management of day-to-day administrative work of the NTSU. The Consultant will work under the direct supervision of Management Lead, FPAI National Technical Support Unit (FPAI NTSU).

The position will be engaged on a consultancy basis and will work closely with a multidisciplinary team within the NTSU as well as manage all the vendors and other service providers to ensure the successful and smooth functioning of the NTSU.

The primary purpose of this role is to:

• Provide efficient and effective administrative support to NTSU
• Maintain organized and accurate records and manage vendors
• Facilitate communication and coordination within the NTSU
• Contribute to a positive and professional work environment

Location:

The position will be based in New Delhi and will require some local travel within Delhi NCR and may also require travel to field locations, as needed.

Key Responsibilities:

The responsibilities/deliverables that need to be carried out by the Administrative Assistant, National Technical Support Unit are as follows:

1. Accurately process invoices, purchase orders, and other financial documents.
2. Assist with budget preparation and track expenses against budget allocations.
3. Maintain accurate and organized financial records in the NTSU.
4. Undertake follow-up with vendors for timely submission of deliverables from different vendors.
5. Prepare a list of vendors and take necessary action in empanelment of new vendors.
6. Maintain the office assets and manage AMCs etc.
7. Keep the asset and commodities stocks’ status updated in the NTSU.
8. Ensure office equipment is functioning optimally and coordinate with IT support as needed.
9. Support Management Lead in executing NTSU’s events, meetings, and conferences, ensuring seamless logistics and a positive experience.
10. Maintain a clean, organized, and welcoming office environment.
11. Maintain accurate and up-to-date databases and filing systems (both physical and digital), ensuring data confidentiality and security.
12. Serve as a primary point of contact for external vendors/service providers, responding to inquiries with professionalism and efficiency.
13. Proactively manage office supplies, negotiate with vendors, and ensure cost-effective procurement.
14. Efficiently arrange travel itineraries, manage bookings, and accurately process expense reports in compliance with internal policies.
15. Any other support, as and when needed.

Required Qualification and Skills:

• Graduate/Post Graduate in commerce or any other discipline
• Knowledge of IT and network related work is necessary. Diploma or certification in IT would be an added advantage.
• Proven experience of 04- 05 years working in similar roles, preferably in the development sector with INGOs/NGOs.
• Excellent written and verbal communication skills in English and Hindi. Proficiency in English language will be preferred.

Remuneration:

Commensurate with experience and qualification.

Application Process:

• Applications must be submitted in the prescribed format of FPAI (attached) within 07 days by email to: ntsu-fp-mh@fpaindia.org stating the Job Title in the Subject line. Only applications received in the prescribed format will be valid and accepted.
• FPA India will only contact and give feedback to candidates who are shortlisted.
• FPA India being a national-level organization in the field of Sexual and Reproductive Health, with international network relationships, provides the best opportunity for personal growth and a healthy work atmosphere. More details are available on our website: www.fpaindia.org 
• FPA India provides equal opportunity to all without any discrimination.
• FPA India is committed to the safety and protection of children, young people, and vulnerable adults. This position may involve interaction with these groups.  

To download the prescribed format, click here

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