Administrative Associate

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About the Organization

BRAC is an award-winning international non-governmental development organization, with the vision of a world free from all forms of exploitation and discrimination, where everyone has the opportunity to realize their potential. BRAC is a leader in developing and implementing cost-effective, evidence-based programs to assist poor and disadvantaged communities in low-income countries, including in conflict-prone and post-disaster settings. It is an organization of and for the people of the Global South, pioneering new development and social enterprise approaches to equip communities to achieve prosperity. As well as being the world's biggest NGO by the number of staff and people directly reached, BRAC has regularly been ranked the number one NGO in the world by the Geneva-based NGO Advisor, an independent organization committed to highlighting innovation, impact, and governance in the non-profit sector. BRAC retained the top spot in 2020 among the top 500 NGOs for the fifth consecutive year.

Job Description

The BRAC Ultra-Poor Graduation Initiative (UPGI) seeks to hire an Administrative Associate to support BRAC’s India operations.  The Administrative Associate will play a key role in all administrative tasks of the office including supporting the Country Lead with Executive Assistant (EA) duties, managing daily office operations, coordinating employees’ travel, and supervising office staff and operations. This is a multi-faceted role requiring strong organizational skills, excellent communication, and the ability to work in a fast-paced environment.

Additionally, this position will undertake responsibility for organising office and external events, hosting visitors, and organising retreats.

Job Responsibilities

Office Management:

• Oversee daily office operations, ensuring that the office runs smoothly.
• Manage office supplies, ensure stock levels are maintained, and place orders when necessary.
• Liaise with service providers and vendors for office-related services (e.g., printers, office equipment, cleaning, etc.).
• Ensure a clean, organized, and safe working environment for all employees.
• Maintain office records, including inventory and maintenance logs.
• Supervise office assistant and pantry person for upkeep of the office.

Executive Assistant Support:

• Provide administrative support to the Country Lead, including managing her calendar, schedule meetings, and handle emails and correspondence.
• Organize and coordinate meetings, conferences, and calls for the Country Lead.
• Prepare reports, presentations, and other research documents as required by the Country Lead.
• Manage sensitive information with discretion and maintain confidentiality.
• Support learning activities for the team as directed by the Country Lead.
• Liaise with external partners as directed.

Travel Coordination:

• Support in organising domestic and international travel for employees, including booking flights, accommodation, and transport.
• Assist employees with travel documentation.
• Ensure travel arrangements are cost-effective and align with company policies.
• Maintain a record of travel itineraries and ensure smooth travel experiences for all employees.
• Manage the travel vendor relations, payments and compliances.

Miscellaneous Tasks:

• Handle incoming calls, queries, and general office communication.
• Manage communications through office landline and official mobile phone.
• Assist with organising office events, meetings, and team-building activities.
• Ensure compliance with office policies and procedures.

Other (Safeguarding Responsibilities)

• Ensure the safety of team members from any harm, abuse, neglect, harassment, and exploitation to achieve the program’s goals of safeguarding implementation.
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, and encourage others to do so.

Education Qualification/Required Skills & Experience

• Bachelor’s/Master’s degree, with a preference given to candidates with degrees in management, administration or other relevant field; or equivalent experience such as 2+ years experience in administrative role reporting directly to senior management
• Strong organisational skills and ability to work in a fast-paced environment;
• Proactive collaborator, with ability to effectively manage competing work streams and deadlines;
• Strong interpersonal skills, and a high degree of cultural sensitivity;
• Good communication and writing skills
• Meticulous attention to details

For more information please check the Link

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