Administrative Assistant

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About the Organization

The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to our mission of saving lives and reducing the burden of disease in low-and middle-income countries. We work at the invitation of governments to support them and the private sector to create and sustain high-quality health systems.

Job Description

The Administrative Assistant in Delhi will be crucial for supporting daily operations across multiple areas such as Office management and logistics coordination, event planning and execution, Vendor and asset management, financial tasks including bill processing and payments, Interdepartmental coordination, especially with Finance and Program teams. This role requires strong organizational and communication skills, attention to detail, and the ability to handle diverse responsibilities efficiently. The Assistant will be instrumental in maintaining smooth office operations and supporting various organizational functions.

Job Responsibilities

Meeting and Event Coordination:

• Organize and manage regular meetings for WJCF staff, liaising directly with travel agents and hotels to secure the best deals and offers.
• Coordinate logistics for conferences, meetings, workshops, special events, and appointments, including room reservations, catering arrangements, conference call setup, presentations, note-taking, and preparation of meeting summaries.

Travel Management:

• Maintain a comprehensive tracking system for all staff travel within the organization.
• Collaborate with travel agents for booking flights, accommodation, taxis, and visa arrangements.
• Assist staff with the issuance of invitation letters for visa applications, hotel bookings, and other travel-related needs.

Procurement and Vendor Management:

• Support the procurement process, including the preparation of RFQs, RFPs, receipt of quotations, bids or proposals, evaluation forms, and related documentation.
• Monitor and prepare purchase orders, approvals, requests, expense reports, fee payments, and process invoices, ensuring compliance with organizational policies and regulatory requirements.
• Review and assist in processing vendor invoices for general procurement, travel, accommodation, courier services, and other logistical needs.
• Manage the smooth supply of office utilities (electricity, water, cleaning, internet, rent, etc.) and oversee minor repairs and maintenance.
• Maintain and update the vendor database regularly.

Administrative Support:

• Provide administrative and program support across various departments, including operations, finance, technical, procurement, and administrative teams.

Education Qualification/Required Skills & Experience

• Bachelor's degree required.
• Strong ability to multitask, prioritize tasks, and meet tight deadlines.
• Advanced negotiation skills with a focus on securing the best deals and ensuring value for money.
• Excellent interpersonal, communication, organizational, and people management skills.
• Ability to work effectively as part of a team, demonstrating respect for cultural, ethnic, and linguistic diversity.

Experience Required:

• Minimum of 3 years of relevant experience in administration, preferably within a reputable NGO/INGO.
• Proven track record of delivering results.
• Proficient in Microsoft Office and PC operations.
• Fluency in both written and spoken English and Hindi

For more information please check the Link

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