Admin Associate

**Key Position Information**:
Job Title Admin Associate

Department Logistics and Procurement

Position Location District

Type of Agreement Renewable fixed-term contract

Operational Reporting -Vidya Lead/Functional Reporting-State
Position Reporting

Logistics Sr. Specialist

Logistics Assistant,
Position Reportees

Position Level Junior

**Educate Girls - An Overview**:
**Vision**:

- We aim to achieve behavioural, social and economic transformation for all girls towards an India where

all children have equal opportunities to access quality education.

**Background**:

- Educate Girls (a project of 'Foundation to Educate Girls Globally’) is a non-profit organization that

focuses on mobilizing communities for girls’ education in India’s rural and educationally backward areas.

Strongly aligned with ‘Right to Education Act’ or the ‘Samagra Shiksha’ the organization is committed to the

Government’s vision to improve access to primary education for children, especially young girls. Educate Girls

currently operates successfully in over 20,000+ villages in Rajasthan, Madhya Pradesh and Uttar Pradesh. By

leveraging the Government’s existing investment in schools and by engaging with a huge base of community

volunteers, Educate Girls helps to identify, enrol and retain out-of-school girls and to improve foundational

skills in literacy and numeracy for all children (both girls and boys). This helps deliver measurable results to a

large number of children and avoids parallel delivery of Services.

**Position Overview**:
The Admin Associate is responsible to provide hands on support to the State Logistics Sr. Specialist for all
administration and procurement matters at district/State Level.

**Position Key Responsibilities**:
**Procurement** Responsible for centralised state/District procurements
- Requisition review, procurement process followed as per prescribed manual.
- Lead for all procurement closures as per the turnaround time matrix
- Organize venue for trainings organised at state / head office / organization level / functional level
- Coordinate for food arrangements for employees attending trainings / workshops
- Coordinating for donor visits
- Procurement of assets such as office furniture fixtures, and supplies.
- Procurement of services such as vehicle, office supplies etc for State/District.
- Create a database of vendors for such procurements and for stay arrangements and as much as

possible get into contracts for long term requirements.

**Logistics**
- Managing travel requirement for state / head office staff and visitors by having vendor for vehicle

supply and contract
- Booking hotels for stay and travel tickets for visitors and state / head office employees
- Warehouse management and delivery till operational locations

**Office Management**
- Material distributions in field for all districts
- Review of stock inventory of districts falling under specific region and at state level
- Maintain staff movement register and follow up with locations and movement of staff, inform HRO in

case of non-adherence**.**

**Asset Management**
- Maintain the asset register for the district in specified format
- Update the register with new assets
- Work closely with State Logistics Sr. Specialist and Department Heads for disposal of old assets as per
- financial policy guidelines.
- Manage assets / materials in stock, issue them as per procedure**.
**Travel reimbursement of staff**
- Verify the travel reimbursement of state / head office staff with attendance record and certify before

approval
**Information and Data Management**
- Update all MIS and data for all the roles and responsibilities.
- Ensure that all data is maintained as per organization requirement

**Desired Incumbent Profile**:
**Personality**: Self-driven, result-oriented with a positive outlook and a clear focus on high quality output.
Excellent conceptual and analytical skills. Demonstrable ability to think strategically, innovatively and
practically to ensure achievement of desired change objectives. Proactive approach to problem-solving with
strong decision-making capability. Strong organizational skills that reflect ability to perform and prioritize
multiple tasks seamlessly with excellent attention to detail. Very strong interpersonal skills and the ability to
build relationships with multiple stakeholders. Empathic communicator, ability to see things from the other
person's point of view. Ability to get along with variety of individuals and a team-player. Sufficiently mobile
and flexible to manage travel up to 25% of the time at the HO/state/district/village level in programme
geographies.

**Work Life Balance**: Must be mature and domestically secure. Able to manage travel without upsetting
domestic situations. Able to work extended hours on occasions when required.

**Technology skills**: Must be adept in use of MS Office, particularly Excel and Word, and ideally Access or similar
learning and adapting to new technologies b