Associate, Administration

Position Overview:
The Admin Associate position will be based in State office and will have direct reporting to the State Manager and dotted line to Admin and HR at INCO level. Performs varied administrative and HR functions such as procurement, logistics for meetings, venue booking, recruitment, attendance management, leave management etc. Works independently and under general direction.

Primary Duties & Responsibilities:
Day to day HR activities:
- Coordinate with INCO HR regarding scheduling of interviews of the monitoring staff.-
- Takes care of joining formalities of monitoring staff, verifies documents that are submitted by monitoring staff, and sends the same to INCO HR.- Organize and facilitates monitoring staff HR induction, ensures that the staff is inducted on Child protection policy by the Focal point person, reports the same to INCO HR on monthly basis.- Follow up with INCO HR for offer letter, contract letter, probation confirmation letter, relieving letter or any other communication from time to time.- Ensures probation goals are set within one week of joining of monitoring staff and shares the same in soft copy with INCO HR.- Ensures annual goals are set as soon as the employee is confirmed and shares the same in soft copy with INCO HR.- Manages attendance and leave record of monitoring staff, shares the same with INCO HR on monthly basis.- Guides/advise monitoring staff on how to fill the PF form at the time of joining and exit.- Lead exit process of monitoring staff, ensures smooth exit and complete documentation.- Single point of contact for monitoring staff issues related to HR, escalating them to INCO HR if the same is not resolved at state level.- Assist INCO HR with compilation of PMS data of monitoring staff.

Day to day support in of Office Administration:
- Ensure full functionality of Room to Read state office functions at all times (e.g. electricity, utilities, internet, plumbing, pest control, postal deliveries, insurance, office set-up attendance register).- Logistic arrangements for any training /workshop/meeting for all program- Organize all program related travel and/or transportation needs; liaison with travel agents- Day to day management of office.- Maintenance of Inventory Registers of state office.- Assist State Manger in maintaining office equipment’s and all the administrative issues and supports.

Day to Day support in state level procurement:
- To handle entire Procurement at state level ( Identifying venders, their registration, collection of quotation, sending to procurement committee, preparing comparative statement etc, maintaining procurement register )- To ensure quality of material and delivery on time.- Distribution or dispatch of program related material to destinations and regular follow up with vendors for safe delivery of material.- With support of program team make material verifications- Review of documents as per payment process sheet (for payment of procurement bills only)- Preparation of Fund Request (operational)- Communication with CO/SO team related to Admin work- Updating Stock Register, PR and PO Register regularly, all receipts files of stationary and other material maintain timely manner all receipts should be there.- Sending request for office stationery requirement- Preparation of MPR, Work Progress and Work Plan for Admin work- Providing support in annual planning process at SO Level- Participation in training/workshop/ meeting organized by CO- Any other task or combination of smaller tasks that will require a significant amount of this position's time.- Should be able to work on Tally software.- Any other duties and responsibilities given by management team of the organization.

Qualifications & Experience:
Required:

- Graduate in any Discipline.
- A minimum of 3 years of professional experience.
- Ability to travel frequently within the states.
- Ability to perform multi-task.
- Self-motivated, flexible and able to work without close supervision.
- Honest and trustworthy.
- Strong negotiation skill.

Location(s)

India - Karnataka

To be successful at Room to Read, you will also:

- Have passion for our mission and a strong desire to impact a dynamic nonprofit organization
- Be a proactive and innovative thinker who achieves results and creates positive change
- Have a very high level of personal and professional integrity and trustworthiness
- Embrace diversity and a commitment to collaboration
- Thrive in a fast-paced and fun environment

Room to Read is proud to be an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds. EOE/M/F/Vet/Disabled