Associate, Administration

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About the Organization

India Health Action Trust was instituted in 2003 as a Charitable Trust with a vision to meaningfully impact the lives of vulnerable and marginalised people by addressing health and social inequities. The Trust is working towards reducing inequities by developing comprehensive and sustainable programmes to improve population health. Since its inception, IHAT has been working closely with the Government of India and state governments, including Uttar Pradesh, Madhya Pradesh, Bihar, Rajasthan and Delhi  to achieve public health goals. Our work is focused in areas of prevention and control of HIV and Tuberculosis, in achieving significant improvements in Reproductive, Maternal, Neonatal and Child Health, improved Nutrition among mothers and children, and strengthening health systems. We use program science to optimise and scale public health programs while partnering with the governments and communities.

Job Description

The Associate-Administration will be responsible for the day-to-day operations. Their role will consist of office management, complete logistic solutions, event management, vendor management, asset management, bill processing and payments follow-ups etc. The position of Associate – Administration demands for the responsibility of an independent administrator, and coordination with project teams.

Job Responsibilities:

• Office Management – Systematic arrangement for opening and closing of the office, maintain neat and clean office, supervision of housekeeping. Procurement of stationery, toiletry, pantry materials and maintaining stock register, subsequent issuance and reconcile the actual physical stock on a monthly basis.
• Travel & Logistics Management – Air/Rail/bus tickets booking for the project team members as may be needed and local travel arrangements. Regular liaising with vehicle vendor to feedback on the quality of services received, vehicle condition, driver’s disposition etc.
• Events Management – Organizing meetings, trainings, conferences and any other events in district/block level either in the office or at outside venues. Proper arrangement of Conference Halls, Stationeries, Refreshments, Lunch /Snacks/High Tea etc.
• Vendor Management – Develop and maintain database of vendors for various services and negotiate with them for competitive rates, quality of products / services in coordination with the central team. Ensure the timely payment to the concerned vendors and keep track of vendor payments.
• Asset/Inventory Management – Asset Management at the District/block Office. Maintaining Assets and keep updated the Inventory List for the Central Admin and for subsequent review by internal and external auditors.
• Bills Processing – Play a key role in verification of incoming bills against actual events, processing them, preparation of summary and tracking sheet for Finance to pay these.
• Other Admin Support – Providing all admin support to project team as may be required time-to-time. Updating the staff details for additions/deletions for the insurance coverage on monthly basis. Liaison with NHM department officials for project related works.

Education Qualification/Required Skills & Experience

• Bachelor’s degree.

Key Competencies:

• In-depth understanding of the development sector.
• Ability to deal with ambiguity and diversity in work areas.
• Ability to multi-task and prioritize work and meet tight deadlines.
• Ability to develop and sustain cordial relations with key stakeholders.
• Pronounced Negotiation Skills – Ability to negotiate the best deals for IHAT, ensuring value for money.
• Excellent interpersonal, communication and people management skills.
• Ability to function effectively as a team member with due respect to multi-cultural, ethnic and linguistic diversities in a team.

Experience:

• At least 2 years of relevant experience in Administration, in an NGO/INGO of repute.
• Substantial experience of working with multiple offices located at different places.
• Demonstrated ability to produce results.
• Excellent knowledge of PC operations.
• Must be fluent in Hindi and English.

For more information please check the Link

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