Administrative Officer

3 weeks ago

Mumbai, India PEOPLE FOR THE ETHICAL TREATMENT OF ANIMALS INDIA U S 25 Full time

Objectives:

To supervise the administrative team members of PETA India’s Mumbai office, ensure that all administrative operations of that office are performed in a seamless and efficient manner, and suggest ways to improve the organisation’s administrative processes in a proactive manner


Reports To:

Senior Manager of Administration and Systems


Primary Responsibilities and Duties:


  • Manage administrative staff to ensure the effective execution of their roles and responsibilities with strict adherence to standard operating procedures (SOPs) as well as planning and implementing office systems
  • Ensure effective management of office facilities and layout, including indoor and outdoor office premises as well as maintaining cleanliness, tidiness, and orderliness through daily inspections and necessary corrective actions
  • Ensure proper recordkeeping of office assets, conduct monthly audits, and submit reports with recommendations
  • Ensure maintenance of office equipment such as work stations, air conditioners, computers, printers, inverters, water purifiers, air purifiers, and CCTV cameras
  • Renew or extend warranties and replace irreparable equipment as required
  • Ensure that office equipment allotted to staff – such as phones and laptops – is working properly at all times and replace equipment when necessary after cost approvals have been obtained
  • Oversee the effective management of shipping and mailing for the Mumbai office, including coordinating with the local post office, courier, and parcel service providers
  • Place orders for printing based on a monthly check of stocks and ensure effective storage and distribution
  • Ensure the effective procurement of the Mumbai office’s campaign, veterinary, and emergency response–related inventories (including medicine, instruments, and other equipment); their on-site and off-site storage; and distribution
  • Ensure that props and other artwork are prepared or printed and delivered on time, as per the requirements of relevant departments of the Mumbai office
  • Negotiate with at least three stakeholders and vendors for each need, ensuring the quality of services and products at reasonable costs
  • Manage certain aspects of animal fostering programmes by ensuring the effective supply of animal food, medicine, and other supplies and help foster parents with veterinary services
  • Manage logistical requests by staff members, including travel and hotel bookings, in a prompt fashion

General

  • Create and update SOPs as needed regarding the filing of letters, reports, documents, photographs, and other records by PETA India staff with the Supervisor’s approval
  • Ensure effective recordkeeping and adherence to SOPs by working with concerned supervisors
  • Prepare or share administrative communications at the request of the Supervisor
  • Work with relevant supervisors to ensure adherence to SOPs while uploading content by staff on the shared PETA India office calendar and organise this content effectively
  • Select software with the help of IT and create and maintain databases of important PETA India contacts using this software
  • Ensure that PETA India’s software programme needs are met with the help of the information technology (IT) services of a PETA entity or third-party IT service providers
  • Work with IT to ensure that PETA India data storage systems are maintained and functioning efficiently
  • Coordinate the content for PETA India’s Animal Times magazine, Annual Review, “Rescued” calendar, and other printed materials as requested
  • Proactively identify and recommend the latest and best technology, systems, and procedures
  • Use Microsoft Excel, PowerPoint, and other applications as required to share information effectively
  • Assist with the organisation of events held by PETA India at the request of the Supervisor
  • Ensure the timely renewal of office leases, identify appropriate office spaces when required, and ensure smooth relocation when needed
  • Perform any other duties assigned by the supervisor

Qualifications:

  • Post-graduate/graduate degree in a related subject preferred
  • Experience between 5-10 years
  • Strong proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint
  • Demonstrated interest in and excellent working knowledge of the internet
  • Fluency in English and Hindi
  • Knowledge of other Indian regional languages a plus
  • Exceptional verbal communication skills
  • Excellent writing skills, including the demonstrated ability to compose and edit letters
  • Proven ability to develop and execute organisational and administrative ideas
  • Demonstrated capacity to be a team player as well as being an efficient independent worker
  • Excellent research skills
  • Ability to take initiative and follow through with a proactive approach to work
  • Ability to make sound decisions
  • Strong organisational skills and attention to detail
  • Proven ability to work well under pressure and meet deadlines
  • Ability to deal with different kinds of people in a professional manner
  • Ability to handle confidential information with discretion
  • Ability and willingness to travel occasionally as required (mostly to the other PETA India or partner organisations’ offices)
  • Adherence to a vegan lifestyle
  • Thorough knowledge of animal rights issues and campaigns
  • Support for PETA India’s philosophy and the ability to advocate for the organisation’s positions on issues in a professional manner
  • Commitment to the objectives of the organisation

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