E.A. cum Programme Associate

About PFI:

The Population Foundation of India (PFI) is a national non-government organization at the forefront of policy advocacy and research on population, health and development issues in the country.  PFI leads advocacy efforts and works as a think-tank dedicated to promoting and advocating effective formulation and implementation of gender sensitive population, health and development policies, strategies, and programs in the country. Policy advocacy, social and behavior change communication, community action and knowledge management are some of the key strategies that PFI works on to achieve the organization’s goals.

Over the years, PFI has played a catalytic role to address issues relating to gender equality, women empowerment and other social determinants. PFI is committed to serving the economically weak and marginalized sections of society in the high priority districts (HPDs) with poor socio-health-demographic indicators.

Job Description: E.A. cum Programme Associate

No. of direct reports: Nil 

Duration: Two Years

Purpose: To support ED &Programme Director’s office and provide administrative support to programmes team  

Reports to: ED and Chief Financial Officer

Job Function: Support to ED Office and Programme team 

Responsibilities:

ED & Programme Director’s office

• Supporting ED office for all office work proactively and efficiently.
• Supporting Sr EA on day-today functioning at ED office to ensure smooth functioning including e-mail and calendar management.
• Taking charge of ED office in absence of Sr EA to ensure smooth functioning of work.
• Providing support to Programme Director / Chief of Programmes for office coordination.

Project documentation:

• Assist in the preparation of all necessary documentation and approvals related to program activities.
• Prepare all contracts and agreements including their subsequent extensions/ or supplements and keep a record of the same.
• Make all arrangements concerning contracts including payment approvals, and submission of reports and other follow-up action.
• Maintain and file financial records, all program reports for audit and reference purpose.
• Maintain and regularly update contract / payment tracker so that prompt reports can be submitted to Operations and Programme team for timely action.

Project Implementation support

• Render project implementation support work including maintenance of files and office records.
• Invite quotations & RFQs from service providers and vendors.
• As member of procurement committee, evaluate proposals and submit them with comparison for further approvals.
• Coordinate for project related workshops/meetings, Designing and printing requirements
• Prepare and share contract tracker of each program’s vendors / service providers.

• Ensuring all statutory and legal compliances are met for the consultants and service providers and documentation as per audit norms.

• Responsible for day-to-day tracking and monitoring of documentation follow-up on critical events& highlight the points with management for timely actions required.
• Manage project scheduling
• Ensure compliance with PFI policies, particularly Delegation of authority & Procurement Policy
• Coordination with state offices for approvals, payment and documentation
• Coordination between service providers and program team for smooth functioning and timely delivery of the services and payments

Other Duties

• Receive all Project related communications and coordinate with concerned officials.
• Responsible for regular tracking and monitoring of documentation and follow-up.
• Assist the teams in issue of POs and Annual Service agreements for various vendors
• Payment to the final completion of work as per agreement.
• Any other work assigned by PFI

KEY PERFORMANCE INDICATORS

• Service Provider Management and Documentation
• Timely Processing of payments and coordination with Finance team.
• Submission of Fortnightly contracts & sub-Grants trackers highlighting critical timelines

Competencies:

Working together:

• Team player and works closely within the team as well as with cross functional teams.

Communication Skills:

• Excellent written and verbal skills to network

Responsiveness:

• Understands the demands of organization needs and can identify and respond to urgent tasks

Willingness to Learn:

• Continuously works towards improving professional competence by acquiring new skills 

Delivering Results:

• Is goal oriented and takes initiative in identifying alternate methods to ensure high quality results.

Adaptability and Initiative:

• Quickly adapts to organizational demands and is open to take new challenges

Adherence to Policies:

• Abides by organisational norms and policies all the time 

Required Skills:

• Minimum Graduation Degree from a reputed educational institution.
• Experience of at least 5 years in Programme Implementation & Administration
• Excellent communication skills
• Good coordination & prioritizing skills

Please send your updated CV with a covering letter describing your suitability for the position to hrpfi@populationfoundation.in latest by   31^st December 2024. Please include following in the covering letter:

Current CTC:

Expected CTC:

Notice/ Availability to join

Please mention the position “EA cum Prog Associate” in the subject line of your e-mail. Only shortlisted candidates will be contacted

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