Associate – Administration

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About the Organization

India Health Action Trust (IHAT) works towards reducing inequities by developing comprehensive and sustainable programs to improve population health. We work closely with the Government of India and state governments to achieve its 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. Our work is aligned with the Sustainable Development Goals.

IHAT has set up multiple Technical Support Units (TSU) for the Governments of Uttar Pradesh, Delhi and an Innovation Hub in Madhya Pradesh to provide techno-managerial assistance and coordinate with the Governments, Non-Government Agencies, Academic Institutions and Communities

Job Description

The Associate – Admin 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 – Maintaining Stock Register of stationery and pantry items purchased, recording their entry in the stock, subsequent issuance, and reconciling every month the actual physical stock vis-a-vis the ones per book records, Undertake AMCs and Insurances of assets.
• Travel & Logistics Management – Tickets booking as may be needed, Local Travel Arrangements. Regular liaising with Vehicle Vendors to feedback on the quality of services received, vehicle condition, driver’s disposition etc.
• Events Management – Organizing meetings, trainings, conferences and any other events, either in the office or at outside venues. This area encompasses, but is not limited to, proper arrangement of Conference Halls, Stationeries, Refreshments, Lunch /Snacks/High Tea arrangements.
• Vendor Management – Maintaining Vendor Contracts like Hotels, Vehicle vendors, Printers, General Order Suppliers etc. Facilitating Vendor Assessment and recommending renewal or otherwise of such contracts, with due justifications and practical/proper rationale.
• Asset/Inventory Management – Inventorying all Assets/consumables and keeping updated the Inventory List.
• Infrastructural Review – Undertake regular review of the existing infrastructure in the Office and in accordance, recommend changes and/or upgrading. The post holder may have to travel to other project offices to undertake such review in those office(s).
• 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.
• Miscellaneous – Any other tasks as may be required to be performed, as assigned by the supervisor.

Education Qualification/Required Skills & Experience

• At least 3 years of relevant experience in Administration, in an NGO/INGO of repute.
• Substantial experience of working with multiple offices located at different places

Education:

• Bachelor’s degree.

For more information please check the Link

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