Programme Administrator India

**Job Information**:
Job Opening ID
- ZR_250_JOBWork Experience
- 3-5 yearsIndustry
- NGO/Social ServicesSalary
- 3 - 5 LCity
- MumbaiState/Province
- MaharashtraCountry
- IndiaZip/Postal Code
- 400008**About**:The Foundation a philanthropic organization committed to helping build a creative, fair and peaceful society where all children, families and communities can realize their full potential.

The Foundation has three main activities:

- Its flagship programme on early childhood development worldwide, which aims to inspire and inform large-scale action to improve the health and well-being of babies, toddlers and their caregivers.

**THE POSITION**

**The** Programme Administrator (PA), will be responsible for all the administrative** **tasks of Programme and Knowledge for Policy departments. In addition, he/she will act as gatekeeper; administrative controller and ensure consistent delivery of quality. This function requires professional first line communication skills (written **and verbal) with diverse external and internal stakeholders. The PA has a principal reporting obligation to both the Country Representative (CR) and the Lead Programme Admin and Control**

**PRINCIPAL RESPONSIBILITIES AND TASKS**

**General**
- ***Provide continued first line support and communication from and to partners and consultants and capture all the relevant information in the Foundation’s systems (Sales Force and M-files)**

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- ** **Maintain close and frequent cooperation with the Control and Process Optimization Officer and Lead Programme Admin and Control functions in the Netherlands**

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- ** **Maintain close and frequent cooperation with other PAs to exchange information and look for common solutions**

***Investments Administration**
- **Consistently and accurately update data with forethought given to meeting the requirements of the interim and annual audit with proper consideration for document archiving and authorization evidence**

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- **Manage and monitor the administration of all investments from beginning to end**

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- **Promote mutual agreements and solutions with partners and consultants in case of differences.**

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- **Maintain and update the contact information of partners and consultants**

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- **Request and check relevant due diligence documents of proposed partners**

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- **Ensure that proposal requirements have been met**

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- **Monitor budget proposal requirements have been met using experience for local country specific budgets and flag items for consideration by Country Representative**
- **Liaise with Financial Analyst in the Netherlands unit regarding Budget Assessments, and payments**

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- **Assist Country Representatives on the preparation of Approval memo and advise on which type of MRT to use etc.**
- **Prepare Grant Letters and Contracts with all required annexes to be sent to partners and consultants for their signature**:

- **Active follow-up with the partner to ensure compliance of requirements before each installment**

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- **Verify that received statutory documents meet requirements before submitting for approval**

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- **Review incoming Financial Statements and Yearly Audited Financial Reports and give feedback to country representative, partner or consultant on the documents**
- **Track payments have gone through correctly (e.g. correct bank info.; bank codes etc.)**
- **Update Country Representatives and Programme Director on Grant making progress funnel**
- **Liaise closely with partners in order to manage MRT process, formalize agreements and ensure timely and accurate transfer of funds to third parties**:

- **Monitor updated budgets for No-Cost-Extension request from partners**
- **Drive closure process of projects and update CR of blocking issues on monthly basis**
- **Where there are subsequent changes to contracts or payment installments that require adjustment in systems or negotiation, the PA will involve both the CR and Lead Control and Admin function in exploration of various options and final sign off**

**Desk Research**
- **Support the Finance unit and Financial Analyst on ad hoc requests for the Yearly Institutional Audits**

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- **Support various units in the Foundation on the preparation of reports (i.e. K4P, Board to Trustee project highlights info; project archive info; input for Annual Report)**

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- **Support and facilitate knowledge sharing with the other countries and units (i.e. sharing relevant country initiatives or achievements in Teams)**
- **Provide research, analysis and advisory support (explaining terms of reference etc.) to Country Teams**
- **Quality control and making suggestions for improvement regarding workflow processes and administrative systems**

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- **Where requested prepare or provide input for briefing book for board member country visits**

**Unit Logistics**
- **Assist Country Representatives on mission related issues and agendas**

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- **Maintain the Country Representative’s