Assistant, Administration

3 months ago

Delhi, India TeachForIndia Full time

**Reporting to: Manager, Administration**

**As an Assistant, Administration, you will be responsible for**:
**Finance, Reimbursement and City Compensatory Allowance**
- Have a thorough understanding of Teach For India’s reimbursement and finance policies, and ensure that Fellows and Staff in the city are aware of the same.
- Process reimbursement requests from Fellows and Staff as applicable.
- For Fellows who have moved to dELHI from other cities (or special exemptions within the city), work with Finance to ensure Fellows receive City Compensatory Allowance (CCA) to help with rent payments.
- Manage overall city budget along with the City Director - plan the annual budget at the beginning of the year and monitor budget utilization through year.
- Manage and ensure the best budget utilization by the end of each fiscal year.
- Manage the City Petty Cash by coordinating with National Finance.
- Manage weekly Students Data Recharge for our Tech Project.
- Support Finance with the details during the national audits.
- Monthly tracking of Fellows' attendance and follow-ups with the PMs for timely approval.

**Event Management and City Logistics**
- Own end-to-end execution and coordination of city-wide in-person conferences, events workshops, training, and/or special events - this includes venue booking/management, food arrangements, and other event-related logistics.
- Support the National Admin team with national events as and when needed - e.g., Institute, All-Staff Retreat.
- Coordinate logistics and delivery of supplies, inter-office correspondence, etc.
- Maintain strong relationships with vendors and venue partners.
- Get the event NOCs from Fire, Delhi Police, and Traffic Police during events if & when needed.

**Device and Technology Management**
- Own Teach For India’s device distribution process in the city - i.e. collect device requirements from Fellows and classrooms in the city and coordinate logistics for distributing the appropriate number of devices to the said Fellows and classrooms.
- Plan device management Strategy in the city for the best utilization & fulfill 100% requirements.
- Monitor device usage through the year through the Technology dashboard and work with the Program team to decide device recall/redistribution based on actual usage.
- Coordinate the process of annual device recall from Fellows for maintenance, repair and updates.
- Conduct timely Device Audit checks

**Office Management**
- Design & implement robust systems and efficient processes for the administration function.
- Design and execute daily office administration, including office supplies, courier, maintenance, office space booking, etc.
- Provide training and skills on personal and professional development to admin assistant & office coordinator.
- Coordinate with the office landlord for all kinds of requirements including safety, fare, etc and finding new offices if needed.
- Conduct audit checks for office

**Stakeholder Engagement**
- Manage vendor's partnership with the partners, including private, government schools, office landlords, etc.
- Finding free/subsidized venue partners for city events.

**People Support**
- Manage and resolve city fellows and staff queries/issues related to finance admin and technology.
- Manage logistics for staff onboarding and exit.

**Lodging**
- Manage hotels and cab booking for staff members.
- Provide support to national teams to organize the stepback/retreat events in Delhi.

**Additional Responsibilities**:

- 2+ years of professional work experience
- Relevant administrative experience is preferred
- Knowledge of office and administrative practices and principles
- Conversant with Microsoft Office and Google products
- Good communication skills and interpersonal skills (English & Hindi/ Telugu)
- High degree of ownership and reliability
- Adaptability and flexibility in a fast-paced environment

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