Senior Operations Associate

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About the Organization

DIL-India, based at the Trust in India, is dedicated to using the tools of economics to benefit millions of people. We work across sectors like health, education, agriculture, climate change, road safety, and others. We do so by collaborating with government agencies, firms, and non-profits in India to identify, test, and scale evidence-based solutions.

DIL-India has a fast-growing portfolio of policy relevant research. For example, DIL-India is collaborating with the Ministry of Jal Shakti and other collaborators to identify and test safe water solutions that could be deployed at scale. Our estimates suggest that safe water solutions could save the lives of up to 136,000 children annually in India.

Job Description

The Trust is seeking a full-time Senior Operations Associate. It is a critical role that will provide smooth office operations and will interact with the Trust’s operations and project teams. Responsibilities will include providing key support services, such as travel planning, invoice management, arranging space needs, etc.

The ideal candidate has a startup mindset and is energetic, a team player and possesses excellent time management skills, excellent verbal, and written communication skills with the ability to work well in coordination with cross-functional groups within the organisation. Please note that this is a full-time office-based role.

Job Responsibilities

• Manage expense reporting to ensure expenditures are posted to the correct account and included in monthly reporting to Trust teams and collaborators
• Coordinate with DIL-India team to monitor spending, dictated by research leads and donor requirements
• Grant project coordination with relevant funders to ensure compliance and proper grant allocation as related to expenses
• Coordinate, negotiate and manage relationships with existing and new vendors with support from UCT operations team.
• Review vendor contracts using existing templates - ensure correctness and preparedness of the vendor contracts for materials, supplies, products, or services.
• Collect, review, and compile Trust vendor invoices and employee reimbursements and within the defined timelines for bi-monthly and monthly payments.
• Coordinate DIL-India payment documentation in accordance with year-to-date actuals and budget requirements.
• Create payment vouchers with associated supporting documents for further review accurately and in a timely fashion.
• Maintain voucher information in the voucher master MS-Excel sheet.
• Ensure payments are made timely and according to the terms and conditions of the vendor.
• Supports the Manager on executing the recruitment processes and procedures including pulling applications from recruitment platforms, screening applications, scheduling interviews, compiling interview questions, and notifying candidates of their progress.
• Independently execute travel arrangements with the approved travel agents, including ticketing, hotel arrangement stay, local vehicle bookings, invoice collection, visa, collating welcome information, etc. for UCT staff and guests.
• Maintain an asset list of items purchased for program teams at the Trust.
• Manage stationery and business cards for employees.
• Provide logistical support to team members
• Maintain office calendar, schedule staff meetings, and coordinate miscellaneous office events.
• Other duties as assigned.

Education Qualification/Required Skills & Experience

• A bachelor’s degree in any discipline; business administration, accounting, communications, or related degrees preferred.

Experience:

• A minimum of 3-5 years of relevant work experience in similar operations role is required.
• Experience with managing logistics for events
• Experience working with collaborators and teams across projects
• Non-profit experience (preferred).
• Experience working with international organizations (preferred)

Competencies

• Excellent computer skills, including familiarity with MS Word and MS Excel
• Startup mindset - able to identify gaps and proactively pursue solutions
• Understanding and application of webinar platforms like Zoom, Teams etc.
• Excellent organization and time management skills, with superior attention to detail.
• Process-oriented and highly disciplined.
• Problem solving and critical thinking skills.
• Flexible, self-motivating, and able to multi-task efficiently.
• Comfortable working in teams and supporting an office environment.
• Strong written and verbal communication skills in English.
• Fluent in English and Hindi (required)

For more information please check the Link

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