Program Assistant, Administration

Position Overview:

- The Program Assistant, Admin position will be based out of field office or State office (ideally the field office) as per need and this position will be reporting to the Program Associate. The position will perform varied day to day administrative functions, raise purchase requests, provide support in tracking expenses, make logístical arrangements, and maintain stock registers and implements administrative policies. Sources refreshments for life skills sessions and mentoring and family and community engagement and keeps track of materials used and still in stock.
- Executes and coordinates GEP operations such as meetings, conferences, workshops, and/or special event. Should be willing to travel as and when required. The PAA will also be required to support program functioning by obtaining and sharing relevant statistics and data from the system.
- Roles and Responsibilities:

- Logistical and procurement related role:
- Logistics arrangements, sending invites, booking venues for any training /workshop/meeting for GEP program/community campaign, Alumni engagement, or any other events.-
- Procure and ensure timely distribution of material support to girls and ensure that the verification of the materials distribution is done on time by the SMs. Do necessary documentation pertaining to distribution and verification.-
- Follow the procurement process of vendor identification, collection of quotation, sending to procurement committee, preparing comparative statement, and maintaining procurement register.-
- Prepare new contracts or renew the existing contracts of vendors by tracking the contracts end date for all the vendors.-
- Raising purchase/procurement request for field office supplies, regular program activities-
- Ensure packaging and distribution of materials at the destination and regular follow up with vendors for safe delivery of material-
- Ensure the proper functioning of field office and Gender Resource Centers-
- Maintenance of Inventory registers at field-
- Organize and ensure all program related travel arrangements and transportation as per the requirement.-
- Raise Purchase request for daily routine office grocery and stationery material and will ensure field office cleaning and functioning.- Program Implementation and Documentation Support:
- Reading all the program notes, manuals, sessions and reports for best of your knowledge.-
- Collect all the data and enter in GSD and PIMS as and when required with the support of SMs and PAs. All the data must be entered on time and must be error free.-
- Support in verification of data to be entered in online software (GSD).-
- Data cleaning of the PIMS and material support will be done in timely manner.-
- Extend support to SMs in organizing the Parents Workshop; like documentation of meeting minutes, reaching out to the parents (only through state phone number) for follow up or updating them about meeting dates; if required co-facilitate the workshop as designated by PAs.-
- Actively participate in the campaign - render support to SMs and PAs in materials creations, campaign level field actives and the documentation of the campaign, photography etc.-
- Render support to the PAs and SMs in rolling out the community level events and school level workshop by documenting the meeting, clicking photographs, co-facilitate whenever required.-
- Ensure proper documentation and provide support in content typing in Hindi and English in soft copies; converting PDF files in JPEG files for further dissemination, creating folders on the SharePoint, etc.-
- Drafting the minutes of the monthly and fortnightly meetings and render support in documenting the minutes of quarterly meeting (whenever required).-
- Any other data entry task assigned by line manager.- Other administrative tasks:
- Provide support to PA/SPA in expense tracking, preparing fund projection and monthly fund requests, and any other programmatic things that are required to be done.-
- Ensure vouchers of activities are sent to the State office at least 3 times a month.-
- Maintain attendance and leave record of monitoring staff and send updates to State admin/ accounts person, preparing admin tracker (Both GEP and LP team), Travel reimbursement sheet of GEP monitoring team.-
- Fulfill joining formalities of new staff and exit formalities of those who left the organization (GEP and LP).-
- Coordinate with State finance and admin/ HR departments to ensure that monitoring staff gets salary and travel allowance in time and flag related issues.-
- Participating in Monthly, quarterly and Annual Review Meeting, trainings and other events organized by Program team and RtR.-
- Providing required information for AP&B exercise, Facilitating Donor, CO and GO visits as and when organized.-
- Actively participate in the campaign - render support to SMs and PAs in materials creations, campaign level field actives and the documentation of the campaign, photography etc.-
- Render support to th