Administrative and Training Coordinator For CGC

Role & responsibilities

1. Administrative Work

• Process Chart Prepare in consultation with the Admin team for effective implementation.
• Planning & Meetings Prepare agendas for planning sessions and meetings according to tasks.
• Reporting – Prepare reports for AGM, training completion, and work progress.
• Quotations – Collect and compare quotations for printing, bags, and albums.
• Agreements & MOUs – Draft and finalize with translators, musicians, printers, and vendors.
• Emails and phone calls – Send communications and follow up calls to Zonal Coordinators, Resource Teams, Singers, Musicians, Choreographers, Translators, Regional Coordinators, and Pastors.
• Accounts – Prepare monthly budgets, follow up on payments, and ensure account settlements.
• Follow-Up – Monitor progress of material designing, translation, proofreading, editing, printing, dispatch, training, album production (Tamil, Malayalam, Kannada, Telugu, Hindi), and other administrative work.

2. Material Preparation & Follow-Up

• Receive curriculum from the President and work on with leadership team.
• Plan Writing with the help of the Admin Team and seek approval.
• Plan for Methodology writing with Resource Team.
• Plan for designing and printing in multiple languages (Tamil, Malayalam, Kannada, Telugu, Oriya, Bengali, Nepali, Punjabi, Marathi, Gujarati, English, Hindi).
• Follow-up on translation, proofreading, editing, and Material production.
• Ensure timely dispatch of materials to zones.

3. Material Printing

• Collect quotations from Heritage Printers.
• Coordinate with Heritage printing press for timely execution.
• Ensure high-quality output of all printed resources.
• Oversee multi-language printing (Tamil, Malayalam, Kannada, Telugu, Oriya, Bengali, Nepali, Punjabi, Marathi, Gujarati, English, Hindi).
• Verify final copies before bulk production.

4. Communication & Coordination

• Emails – Send updates to ZOC, coordinators, resource teams, translators, pastors.
• Phone Calls – Follow-up with stakeholders for smooth coordination.
• Meetings – Prepare agendas for planning meetings; liaise with ZOC and Admin team.

5. Training & Program Support

• Finalize training dates with Admin & Zonal Coordinators.
• Organize and monitor training schedules.
• Inform Zonal/Regional Coordinators of training dates in their respective areas.
• Coordinate with Zonal Coordinators, Coordinators, Trainers, and Leaders for training delivery.
• Collect training budgets from each zone and seek approval.
• Plan state-wise leaders' training with respective Zonal Coordinators.
• Plan leadership training visits and taking special sessions at the trainings with Admin approval.
• Coordinate CGC Club visits with Admin team and Zonal Coordinators

6.

• Discuss with Regional Coordinators and confirm singers and choreographers.
• Coordinate with musicians, singers, and choreographers.
• Work with the Media team for costumes, locations, backdrop settings, and other requirements.
• Follow up on composing, audio recording, choreography, and final delivery of albums (Tamil & Hindi).
• Coordinate with the Accounts department for payment release to the Media team.
• Plan the album production budget and obtain approval.

7. Material Dispatch & Warehouse Coordination

• Obtain approval for transport of material dispatch to Tamil Nadu regions.
• Coordinate with the Transport Department to arrange vehicles.
• Prepare kit orders list from zones/regions and plan dispatch accordingly.
• Segregate materials based on zone/region kit orders.
• Work with the Warehouse team for zone/region-wise dispatch.
• Contact transport agencies (ABT, VRL, SRMT, NAVATHA, GATTI) and confirm address details for parcel booking.
• Ensure timely and accurate delivery of all resources.

8. Accounting Work

• Prepare monthly and annual budgets.
• Track and monitor expenses related to printing, training, dispatch, and events.
• Follow up on vendor and service provider payments.
• Settle accounts in coordination with the Finance/Accounts department.
• Maintain records of financial transactions for audit and reporting purposes.

9. Follow-Up Work (Entire Project)

• Monitor material designing, translation, proofreading, editing, and printing progress.
• Ensure dispatch schedules are met and confirm delivery with zones/regions.
• Track training schedules, confirm attendance, and follow up on completions.
• Oversee album production steps – composing, audio recording, choreography, and delivery.
• Regularly check progress with Admin, ZOC, translators, musicians, designers, vendors, and coordinators.
• Maintain a follow-up checklist to ensure no stage of the project is delayed.

10. Reporting

• Prepare monthly, quarterly, and annual progress reports.
• Compile reports for AGM (Annual General Meeting).
• Maintain reports on training completion across zones/regions.
• Submit detailed updates on work progress to Senior Leadership and Program Director.
• Provide data-driven insights for future planning.

11. Documentation

• Maintain all project-related files and documents in their respective folders.

Preferred candidate profile

Required Skills & Competencies

• Strong organizational and multitasking skills.
• Good communication (email, phone, reports).
• Basic budgeting & accounting.
• Ability to manage multiple languages/projects.
• Interpersonal skills to work with diverse teams.

Work Relationships

Reports to: Senior Leadership / Program Director.

Works with: Admin team, Zonal Coordinators, Translators, Musicians, Designers, Vendors, and Regional Coordinators.