Administration Officer

1 month ago

india SaveLIFE Foundation (SLF) Full time

Does the idea of creating a positive impact on our world excite you? Would you like to

work in a tightly-knit team where mutual respect and integrity are among core values?

Do you have what it takes to build and grow partnerships that help drive the impact of a life-saving organization?


About SaveLIFE Foundation


SaveLIFE Foundation (SLF) is on a mission to save lives on roads across India. Since 2012, over

1.5 million people have been killed in road crashes in India and close to 5 million have been left

seriously injured or permanently disabled. Besides the insurmountable emotional trauma that

thousands of families must suffer each year, road crashes deal a crushing economic blow to

many families.


SLF is a fast-growing, specialised organisation with a proven track-record of delivering large-scale impact. We are best known for getting India its Good Samaritan Law and developing the

“Zero-Fatality Corridor” solution to transform dangerous highways into “safeways”. We are

registered as a not-for-profit organisation to ensure complete mission alignment.


Our teams work in a creative environment to build novel solutions and thrive on problem solving.

Over the last 15 years we have built unique strengths in areas such as forensic investigation of

crashes, data analytics and predictive modeling, safety design and engineering, public policy

formulation, and strategic communication and training. We strive for excellence in everything we

do and build leaders through opportunity and mentorship.


Job Summary:

As an Administration Officer, you will play a pivotal role in ensuring the efficient and effective operation of our administrative functions. You will be responsible for various key result areas (KRAs) within administration, encompassing travel management, office management, inventory management, budget control, vendor management, and more. Your meticulous attention to detail, organizational skills, and ability to multitask will be crucial to your success in this role.


Role and Responsibilities:


Travel Management:

  • Domestic and International travel logistics, including vehicle bookings, hotel reservations, and ticket bookings, visa etc.
  • Identify and evaluate travel service vendors, negotiate agreements, and ensure document verifications.
  • Coordinate travel arrangements for employees and guests, manage bills, and resolve disputes.
  • Ensure that the travel arrangements align with our travel policy
  • Handle payments and share payment details with vendors.


Office Management:

  • Plan and execute office and campus events, and manage administrative workflows.
  • Oversee facility management, including space allocation, vendor selection, and contracts.
  • Ensure office hygiene, maintenance, staff welfare, and catering services.
  • Monitor repairs, maintenance, and vendor quality.
  • Ensure the office complies with health and safety regulations, including managing fire drills and first-aid readiness


Inventory Management:

  • Select and vet vendors, prepare agreements, and monitor vendor performance.
  • Coordinate procurement of office supplies, ensuring best pricing and quality
  • Ensure that the procurement is aligned with our Procurement Policy
  • Manage stock storage, item requests and quality control.
  • Maintain stock registers, handle billing and coordinate payments.


Petty Cash Management:

  • Maintain petty cash records, including invoices and reimbursement forms.
  • Prepare consolidated expense reports for reimbursement.


Office Files Management:

  • Allocate file numbers, maintain a file index and manage both physical and digital records.


Bill Management:

  • Receive and verify bills, process payments and manage disputes.
  • Coordinate payment details with vendors.


Vendor Management:

  • Select and vet vendors, prepare agreements, and monitor vendor performance.
  • Build and maintain relationships with various vendors.
  • Schedule meetings, resolve issues and conduct market reviews.
  • Ensure all vendor contracts and agreements are compliant with organizational policies and legal requirements


Printing Support:

  • Manage printing tasks, including business cards, brochures, reports, and other materials.


IT Management:

  • Coordinate with IT service providers for equipment procurement and issue resolution.
  • Oversee biometrics and identity card creation.


HR Support:

  • Handle attendance and leave management.
  • Assist in organizing staff events and activities.
  • Support HR processes like hiring, interviews, and agreements.


Budget Management:

  • Work closely with Finance team in preparing the annual budget for various administrative activities.
  • Once budget is approved pls ensure that the team works within the allocated budget
  • Maintain records for future expense planning.


Business Continuity Planning (BCP):

  • Plan and implement BCP measures, including facilities and workflow preparation.


Security Management:

  • Ensure office security and monitor safety measures.
  • Manage CCTV systems and maintain vigilance.


Keys and Access Management:

  • Maintain key records and oversee access control.


Couriers & Post Management:

  • Handle incoming and outgoing mail and packages.
  • Maintain records and process billing.


Assets Management:

  • Maintain an assets register, including billing records and processing.


Repairs & Maintenance:

  • Oversee non-AMC repairs and maintenance.


Government Liaison:

  • Communicate with government offices, police, transport departments, and more as needed.


Executive Support:

  • Act as a point of contact between executives and internal/external clients.
  • Handle communications, messages and correspondence.
  • Produce reports, presentations and briefs as required.


General Administrative Duties:

  • Supervise service personnel.
  • Ensure the smooth flow of information within the company.
  • Coordinate administrative procedures and systems.



Qualifications:


  • Bachelor's degree in Business Administration or related field.
  • 1-3 years of proven experience in administrative roles.
  • Strong organizational and multitasking skills.
  • Excellent communication and interpersonal abilities.
  • Vendor Management Experience is mandatory
  • Proficiency in MS Office and relevant software.
  • Attention to detail and problem-solving skills.

Join us in this dynamic role and contribute to the efficient functioning of our organization's administrative operations. Your dedication and commitment will be valued as we work together to achieve our goals.



Personal Characteristics:


  • Action, accountability execution orientation and ownership mentality.
  • Hands on approach, Solutions-oriented; strong problem solver.
  • Strong ability to work across teams.
  • Direct, clear, and concise communicator.


*Only shortlisted applicants will be contacted*

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