Programme and Admin Support Officer

BRITISH ASIAN INDIA FOUNDATION

103/104, B- Wing, Fulcrum, Hiranandani Business Park, Sahar Airport Road,

Andheri (East), Mumbai - 400099, India

CIN: U74999MH2017NPL301222

**Job Title: Programme and Admin Support Officer**

**Reporting to: Head of Operations**

**Line Management responsibility: No**

**Location: Gurgaon or Delhi**

**About the British Asian India Foundation**:
The British Asian India Foundation (BAIF) is dedicated to driving sustainable and long-term social impact across education, child protection, and livelihoods. In collaboration with governments, grassroots organisations, and the private sector, we develop scalable solutions that empower communities and transform lives, often leveraging innovative social finance mechanisms to maximise reach and effectiveness. BAIF's programmes align closely with India's key national priorities, including NIPUN Bharat Mission, Mission Vatsalya, and PM Jan Arogya Yojana.

**Job Purpose**:
To provide comprehensive programmatic and administrative support to the Head of Operations and team, with emphasis on Programme field activities travel management, procurement, and event coordination, ensuring smooth operational efficiency.
- **KEY ACCOUNTABILITIES**

**A.1 Program Support**
- Understand the program function of the organisation and alignment with support required on the ground
- Liaise with field staff and local partners to ensure smooth execution.
- Support budget planning and expenditure tracking.
- Ensure resources are used efficiently and within grant conditions.

**A.2 Travel Management**
- Arrange and book all employee travel including flights, accommodations, and ground transportation
- Catering to the travel requirement of team in India (including hotel booking, forex, insurance etc
- Process travel authorizations and ensure compliance with organizational travel policies
- Verify and process post-travel expense claims and reconcile travel-related invoices
- Maintain an updated database of employee travel schedules and preferences
- Serve as the primary point of contact for travel-related emergencies or change

**A.3 Procurement Management**
- Source, evaluate, and procure goods and services following established purchasing procedures
- Negotiate with vendors to ensure cost-effective acquisitions while maintaining quality standards
- Process purchase orders and maintain procurement documentation for audit purposes
- Monitor deliveries and ensure timely receipt of ordered goods and services
- Maintain updated vendor database and relationship management

**A.4 Document Management**
- Establish and maintain organized physical and digital filing systems with clear naming conventions
- Securely manage critical organizational documents including registrations, certifications, and legal paperwork
- Process, scan and archive all incoming and outgoing correspondence appropriately
- Retrieve and provide documents as needed for audits, donor visits, or management revie

**A.5 Event Coordination**
- Serve as the main point of contact for all event management deliverables
- Support in organising the business specific events, identify the potential event venues, catering, arrangements for audio/visual etc.
- Manage event budgets, timelines, and resource allocation
- Liaise with service providers, speakers, and participants
- Ensure post-event evaluation and documentation

**A.6 General Administration**
- Support the Central Operations team in implementing the operational plan
- Arrange meetings, including room bookings and refreshments
- Booking of co-working spaces as per the request of various teams
- Manage stationery inventory, office equipment, and incoming communications
- Support special projects as assigned by the line manager
- Maintain the asset inventories e.g. Laptops, office assets etc
- Maintain the upkeep of office space in terms of the amenities and consumables
- Visitor management - Greeting visitors, managing guest registers, and coordinating visitor protocols

In addition to your normal duties, you may occasionally be required to undertake other reasonable duties as necessary to meet the needs of the organisation.

**Key relationships**:
**Internal**:
Function Heads and other team members

**External**:
Vendors/ Service Providers, Donors

**Job-related knowledge, skills and experience**

**Knowledge and experience**
- 7+ years of experience in administrative support, preferably in travel coordination
- Postgraduate or a graduate in any discipline
- Proven experience in procurement processes and vendor management
- Demonstrated ability in event planning and execution
- Proficiency in MS Office and database management systems
- Excellent organizational skills with attention to detail
- Strong communication skills, both written and verbal

**Preferred**
- Experience working in an NGO or corporate administrative role
- Knowledge of travel booking systems and expense management tools
- Understanding of procurement best practices and vendor nego