Admin & HR Executive

Job Title: Admin & HR Executive

Organization Type: Non-Governmental Organization (NGO)

Location: Janakpuri, New Delhi

Reporting To: Founder

Employment Type: Full-Time (In-Office)

Salary: Commensurate with Experience.

Job Summary :

The Admin & HR Executive plays a vital role in ensuring the smooth and efficient functioning of the NGO’s day-to-day Administrative & HR operations. This role involves managing office systems, supporting program teams, ensuring compliance with internal policies, and facilitating communication between departments. The ideal candidate is detail-oriented, proactive, and passionate about supporting nonprofit work through excellent organizational skills.

Admin Key Responsibilities :

1. Office Administration

- Manage general office operations, including supplies, equipment maintenance, and vendor coordination.
- Oversee facility management – ensuring the workspace is clean, safe, and functional.
- Maintain office records, including leases, contracts, and other important documents.

2. Documentation and Filing

- Organize and maintain both physical and digital filing systems for easy retrieval and compliance.
- Ensure that all incoming and outgoing correspondence is logged and filed properly.
- Assist in the preparation and archiving of reports, presentations, and other materials.

4. Financial & Procurement Support

- Coordinate petty cash and maintain expense records with proper documentation.
- Assist in procurement – obtaining quotations, managing purchase orders, and ensuring timely delivery of supplies.
- Support the finance team with the collection and filing of invoices, receipts, and other financial documents.

5. Compliance & Reporting

- Ensure organizational policies and procedures are adhered to in daily operations.
- Assist with audits, reporting, and documentation required by donors and regulatory bodies.

6. Communication & Coordination

- Serve as the first point of contact for incoming queries – phone, Chat, Email, and Visitors.
- Liaise with internal teams, vendors, and partner organizations to support operational needs.
- Coordinate courier services, mail distribution, and communication logistics.

Human Resource Responsibilities :

- Handle end-to-end recruitment: job postings, screening, interviews, and onboarding.
- Maintain and update employee records, contracts, and HR databases.
- Manage attendance, leave records, and payroll coordination with finance.
- Draft HR policies and ensure compliance with statutory requirements (PF, ESIC, Gratuity, etc.).
- Organize employee orientation, training, and development programs.
- Address employee queries and grievances in a professional and confidential manner.
- Plan and implement employee engagement initiatives to foster a positive work culture.
- Support performance management processes, including appraisals and feedback mechanisms.

Key Skills & Competencies Requirements :

- Strong organizational and multitasking abilities.
- Excellent verbal and written communication skills (English & Hindi preferred).
- Proficiency in MS Office (Word, Excel, PowerPoint) and basic HR software.
- Knowledge of HR policies & compliances.
- Ability to manage sensitive information with discretion.
- Problem-solving attitude and people-management skills.

Qualifications & Requirements:

- Bachelor's degree in Business Administration, Management, Social Sciences, or a related field.
- 2–4 years of experience in administrative or office management roles (preferably in NGOs or development sector).

Preferred Skills:

- Knowledge of NGO operations and donor reporting requirements.
- Familiarity with basic financial procedures and documentation.
- Experience working in multicultural or grassroots settings.

Working Timings & Conditions:

· Your regular in-office work timings will be from 10:30 AM to 07:00 PM, Monday to Saturday. However, as the role involves managing administrative operations, HR responsibilities, and supporting organizational activities, there may be occasions where you will be required to work beyond normal office hours, including weekends, to meet urgent project requirements and administrative deadlines.

Application Instructions :

Interested candidates should send their resume along with a cover letter to hr@homelesscarefoundation.org by [Insert Deadline]. Please mention "Admin & HR Executive Application – [Your Name]" in the subject line.