Officer, Administrative
2 weeks ago
**JOB DESCRIPTION**
**Job Title**: Officer, Administration
- **Division/Department**: Administration
- **Location** Delhi
- **Reporting to**: Sr. Manager, Admin Operations
- **JOB SUMMARY**
The Officer, Administration will be responsible for carrying out efficient and effective administrative and procurement responsibilities for ChildFund India..
- **KEY RESPONSIBILITIES**
- Collect and analyse procurement requirements and support in selecting the most appropriate methods based on interpretation and assessment of established policies and practices of ChildFund.
- Under the guidance of Supervisor, provide support and policy guidance to designated offices on procurement matters, such as Requests for Proposals (RFP), Requests for Quotations (RFQ), bid evaluation criteria other competitive procurement tools) to ensure needs are met, the organization obtains best value, and to ensure procurement processes are perceived by suppliers as fair, open, and ethical.
- Plan, organize and lead the bid solicitation process including drafting and issuing RFQ, RFP, developing bid evaluation criteria and guiding on processes involved.
- Vendor management for equipment, supplies, printing services and maintenance of equipment under established guidelines.
- Responsible for Office Asset Management, issuing/ handing over of equipment, asset movement, asset disposal, maintaining asset status and maintenance of all the company assets in the designated area/ location.
- Ensure insurance coverage of all office assets of the organization.
- Event Management: Manage conducting of meetings, trainings, seminars, conferences, events - booking/ finalizing of venue/ hotel/ facility/ centers as per the requirements under the guidance of the Line Manager.
- Monitoring Housekeepers and Guarding services.
- Ensure timely payment of office bills, like water bill, electricity bill, etc.
- Ensure office safety and security is managed with utmost care, opening, and closing, installation of fire safety equipment, security services etc.
- Execute, Safety and Security principles of the organization.
- Ensure hygiene is maintained in the office. Ensure fumigation and pest control are done frequently in the office.
- Ensure sufficient stock of stationery is maintained and the stationery is issued to the employees in the designated timeframe.
- Be responsible for efficiently supervising and providing required support to Office Assistant, Front Office, and support staff in completing their day-to-day work; processing materials in the mail room and distribution, inward and outward mail, record keeping.
- Adhere to the organization’s branding guidelines when publishing materials or organizing events in consultation with Communication department.
- Manage Conference hall/ room bookings/ allotments as per the request received. Ensure that Conference hall is maintained by the house keeping and pantry staff after every meeting is completed.
- Assist in preparation of annual budget; making revenue projections and recommending service levels and enhancements; monitor and track expenditures and ensure the cost remains within the approved/ allocated budget.
- Ensure all transactions are compliant as per ChildFund’s policies and respond to audit observations.
- Prepare correspondence, reports, forms, work orders and specialized documents related to the department.
- Any other task as assigned by the Line Manager.
**Qualification/Experience/Skills/Competencies**
- A Bachelor’s degree in Social Sciences/management/HR Management.
- Atleast 3-5 years’ demonstrated experience in the domain of administration and procurement management.
- Strong communication skills (both verbal and written).
- Be an organized, team player, self-starter and results-oriented individual.
- Excellent planning, organizational and problem-solving skills.
- Ability to prioritize multiple tasks at the same time, work effectively under pressure and meet deadlines.
- Demonstrated high-level interpersonal and cross-cultural skills including the ability to build collaborative relationships internally and externally with sensitivity to cultural, ethnic, social and political issues.
- Be gender sensitive with strong conviction and skills for the empowerment of excluded and disadvantaged children.
**_Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position._**
ChildFund International has a zero-tolerance policy regarding sexual exploitation, abuse and harassment and all other forms of harm by its staff, partners, and other representatives in the delivery of its mission and services for children. ChildFund is committed to creating a safe environment in the workplace as well as in the communities where it delivers programs and services. ChildFund expects every staff member, partner, and representative to adhere to this commitment and to ensure all organizational policies and standards are followed.
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