Officer, Administration

2 weeks ago

New Delhi, India Room to Read Full time

Position overview:
The Administration Officer will be located at India Country office of RtR and will assist and report to the Admin Manager. S/he will provide logístical and administrative assistance in implementing the India Country Program. Primary responsibilities will include the procurement of Goods and services, Warehouse Management, Inventory & Assets management, Vendor management and Contracts Management. This position will involve frequent travel to RTR State offices in which Room to Read’s Programs are implementing. This position will have 2-3 Admin Associates and Office Assistant reporting to him/her and S/he will direct report to Manager, Administration.

Primary Duties & Responsibilities:
People Management:
- Handling a team of 5-6 members at Country Office.- Develop and sustain a high-quality well motivated team.- Ensure high staff morale, trust, and work ethics.- Actively support an environment that supports teamwork, co-operation, and performance excellence within team.- Assist in mentoring and enabling Training & Development of team members.- Build and develop effective relationships with key stakeholders &/or departments and be comfortable working across all levels.

Procurement and Vendor Management:
- Prepare annual procurement plans for the for the purchase of goods and services as per approved budgets.- Manage multiple vendors including hard and soft skills to deliver services on time and within budget.- Ensure and Manage end-to-end procurement process for procurement of goods/services as per program needs and in line with the organization’s policies and procedures.- Assist in the selection of appropriate suppliers and contractors, to promote good procurement practice with due regard to sustainability, ethical purchasing standards and costing.- Develop sourcing strategies and enforcing the organization's procurement policies and procedures.- Ensure regular tracking and updating of Procurement Tracker System and coordinate with team members for roll forward action on the procurement planner and ensure that items are procured as per required timeline.- Update the Manager Administration on the status of the procurements on regular basis.- Assist team in vendor’s registration (where required visit field for undertaking Registration process).- Assist in developing, maintaining, and managing Vendor Database of HUB and ensuring their periodic updating.- Explore market for potential vendor/s either visiting the market or using secondary information’s like yellow pages / feedback from similar organizations.

Contracts Management:
- Ensure that all contracts/purchase orders are professionally delivered at the right cost and approved templates.- Monitor expiry of contracts and initiate re-procurement, if needed.- Streamlining the creation, negotiation, execution, compliance, storage, and renewals across all departments within the organization.- Ensure and oversee those invoices/payments related to all agreements are paid/recorded well in time as per budget.

Monthly / Quarterly/Annual Reporting Requirements:
- Assist Supervisor in preparation of monthly reports like - Cash Forecast, Budget Outlook, MIS and any other report, as and when required.- Assist Manager Administration in budget tracking and provide timely alerts to the team on utilization and under spending of Admin and PS budget.- Provide support to supervisor in preparation of quarterly progress reports, Annual Team Goals/Departmental Goals etc. as per the need and requirement.- Provide support to supervisor in preparation of Annual Budgeting and Planning Exercise.- Responsible for procurement related audits (Internal and Statutory).- Undertake state visits to review and ensure the procurement processes are followed ethically and documentation is being maintained.

Warehouse and Inventory Management- Supervise large scale printing, storage, inventory, audit and distribution and production of books, materials and all other services.- Ensure warehouse management by following organization's warehouse management policy and guidelines.- Ensure inventory management and responsible for quarterly stock audits.

Assets Management- Ensure that Asset Register for Room to Read - for all office locations have always been updated.- Ensure physical assets and coordinate with teams for reconciliation on a quarterly basis with the support of the State Admin Team and finance team.- Maintenance of Inventory Registers of country and state office (inward/outward/stock/ etc.).- Responsible for complete Asset Management: issuing/ handing over of equipment, asset movement, providing inputs for insurance of assets/asset disposal, initiating asset disposal, maintaining asset status, and maintenance of all organizational assets.- Responsible for updating of Asset Inventory at all times including physical verification and tagging, maintaining asset movement register.- Ensure assets risk management by timely getting all organization’s assets insured.- A

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