Officer, Administrative

**JOB DESCRIPTION**

**Job Title**: Officer, Administration
- **Division/Department**: Administration
- **Location** Bhubaneshwar/Ranchi
- **Reporting to**: Sr. Manager, Program & Partnership
- **Functional collaboration** Sr. Manager, Admin Operations & Admin Department.**JOB SUMMARY**
The Officer and Administration will be responsible for the overall administrative and procurement portfolio in the designated location/s and ensure its effective functioning.
- **KEY RESPONSIBILITIES**
- Be responsible for procurements and lead and support state-level team/s on relevant processes (e.g., Requests for Proposals (RFP), Requests for Quotations (RFQ), bid evaluation criteria other competitive procurement tools) to ensure office needs are met, the organization obtains the best value, and to ensure procurement processes are in line with organizational policies and procedures and remain fair, open and ethical.
- Plan, organize, and lead the bid solicitation process including drafting and issuing RFQ, and RFP, developing bid evaluation criteria, and guiding on processes involved.
- Responsible for Office Asset Management: issuing/ handing over of equipment, asset movement, insurance of assets, asset disposal, maintaining asset status, and maintenance of all organizational assets in the designated location/s.
- Vendor management for equipment, supplies, printing services, and maintenance of equipment under established guidelines.
- Ensure tracking, timely processing, and delivery of LOAs, and MOUs to Area/ partners in consultation with Country Office Admin.
- Event Management: Manage to conduct of meetings, training, seminars, conferences, and events - booking/ finalizing of venue/ hotel/ facility/ centers as per the requirements under the guidance of the Line Manager.
- Management of data-card (where required) and telephone bills for uninterrupted services/ connectivity and timely processing of bills.
- Ensure timely payment of office bills, like, water bills, electricity bills, etc.
- Ensure office safety and security are managed with the utmost care, opening, and closing, installation of fire safety equipment, security services, etc.
- Ensure the highest level of hygiene is maintained in the office including regular fumigation and pest control.
- Ensure petty cash is managed by the designated staff efficiently and transparently.
- Ensure sufficient stock of stationery is maintained and the stationery is issued to the employees in the designated timeframe.
- Be responsible for efficiently supervising and providing the required support to the reporters in completing their day-to-day work; processing materials in the mail room and distribution, inward and outward mail, record keeping, performance review, etc.
- Ensure identification of travel agencies in each of the project locations through a competitive bidding process, yearly. The agencies identified will have to be informed about our safety and security guidelines and protocols. The service quality of the travel agencies needs to be mandatorily reviewed after every trip through an online/offline procedure.
- Support HR department in coordinating with local PF office and coordinating joining formalities/ induction/ orientation of new staff.
- Be** **conscious always of adhering to the organization’s branding requirements when publishing materials or organizing events in consultation with the Communication department.
- Manage Conference hall/ room bookings/ allotments as per the request received. Ensure that the Conference hall is maintained by the housekeeping and pantry staff after every meeting is completed.
- Assist in preparation of the annual budget; making revenue projections and recommending service levels and enhancements; monitor and track expenditures and ensure the cost remains within the approved/ allocated budget.
- Prepare correspondences, reports, forms, work orders, and specialized documents related to the department.
- Any other task as assigned by the Line Manager.

**Qualification/Experience/Skills/Competencies**
- Graduate in any discipline, with a minimum of 5 years of relevant experience.
- Strong knowledge and understanding of the policies, procedures, res, and best practices related to administrative and procurement functions in a non-profit organization
- Sound understanding of compliances related to administrative functions as per law of the land
- Excellent negotiation skills
- Strong communication skills (both verbal and written) in English & Hindi, and other local languages will be an advantage.
- Organized, team player, self-starter, and results-oriented individual.
- Gender sensitive with strong conviction and skills for the empowerment of excluded and disadvantaged children.

**_Disclaimer: This job description is not an exhaustive list of the skill, efforts, duties, and responsibilities associated with the position._**

**CTC for the position**: 6,46,747 PA
- ChildFund International is committed to safeguarding the interests, rig