Consultant- Senior Executive/ Officer Administration

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About the Organization

The Public Health Foundation of India (PHFI) is a public private initiative that has collaboratively evolved through consultations with multiple constituencies including Indian and international academia, state and central governments, multi & bi-lateral agencies and civil society groups. PHFI is a response to redress the limited institutional capacity in India for strengthening training, research and policy development in the area of Public Health.

Job Description

The Team Leader, Individual FR, will be responsible for training and supporting fundraisers to recruit quality Monthly Giving donors and achieve monthly targets. He/she will also be inspiring donors to commit to monthly giving. They will lead efforts to identify outreach venues, ensure team-size as per plan, engage potential donors, and ensure the team effectively communicates ChildFund’s mission to drive successful fundraising campaigns.

Job Responsibilities

Office Operations:

• Administer daily office operations to ensure smooth functioning.
• Coordinate logistic requirements for the office including supplies, equipment and maintenance, facility management etc.

Inventory Management:

• Maintain an inventory of equipment and goods
• Ensure adequate stock levels are maintained, and procurement processes are executed efficiently
• Extend support for auditing as and when required

Tendering and Procurement:

• Carry out the tendering and procurement as per the company policy
• Carry our Import activities as and when required.
• Ensure compliance with company policies and procedures throughout the procurement process.

Fixed Asset Management:

• SOP for Asset procurement
• Tagging of assets
• Fixed Asset Management and record-keeping
• Physical verification of Assets as and when required

Record Keeping and Reporting:

• Maintain accurate records, prepare reports, and compose correspondence related to administrative activities.
• Provide regular updates to senior management on the status of administrative operations.

Financial Management:

• Execute plans, policies, and programs related to business and financial affairs, property and equipment, supplies, facility management services, catering service, inventory, buildings and grounds maintenance, engineering, and safety programs.
• Develop budget recommendations for operating expenditures and capital outlay, and maintain proper records

Events/conferences:

• Organize national and international conferences, workshops, meetings, etc., as required.
• Manage all logistical arrangements, including venue booking, travel arrangements, and participant coordination.

Travel Management:

• Coordination with Travel agencies for Travel services (ticket booking/visa purchase/hotel bookings/Bill processing/account reconciliation etc.)

Team Coordination:

• Coordinate activities by scheduling work assignments, setting priorities, and directing subordinate employees.
• Foster a collaborative and supportive work environment to maximize team efficiency

Vendor Management:

• Empanelment of vendors/Identifying new vendors/agencies as and when required
• Vendor contracts/agreements/AMCs
• Vendor payment processing and account reconciliation

Program Planning and Policy Formulation:

• Ensure operations adhere to policies and regulations.
• Formulate current and long-range programs, plans, and policies for departmental programs.
• Any other related tasks assigned by the supervisor

Education Qualification/Required Skills & Experience

Desirable:

• Bachelor’s degree in Business Administration, Management, or a related field. Master’s degree preferred.

Experience:

Essential:

• Proven experience in administrative roles, with at least 2 years in a supervisory or managerial capacity.
• Strong leadership and team management skills.
• Ensure operations adhere to policies and regulations
• In-depth understanding of office management procedures and policies
• Excellent organizational and multitasking abilities.
• Proficiency in MS Office/Excel.
• Knowledge of procurement processes and inventory management.
• Effective communication and interpersonal skills
• Ability to work under pressure and meet tight deadlines.
• Familiarity with budget management and financial planning.
• Ability to make logical decisions and ensure transparency

 

Interested and eligible candidates may send their updated CV to recruit@phfi.org and fill the application form– https://forms.office.com/r/dPJXEpQua2 . Please mention the exact Position Code (PHFI-CNST-2546) in the email subject line. Only shortlisted candidates will be contacted for the interview.

Last Date of Receipt of Applications:  06 May 2025.

For more information please check the Link

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