Sr. Facility Associate
6 months ago
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PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships and with expertise in science, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world’s most pressing heath challenges.
PATH is hiring for the position of Facility Assistant/Associate based out of Delhi. The position will provide assistance as per the below-mentioned responsibilities. This position shall report to Administration Manager.
Responsibilities:
Review all bills, invoices and expenses related to facility and ensure timely payment to vendors, staff advances and claims, and entering the expenses in the business world.
Reconciliation of vendor accounts related to facility.
Coordinate vehicle and office driver’s assignments
Weekly/Monthly review of logbooks for vehicles.
Maintain data for fuel consumption and service maintenance of vehicles.
Maintain training logbooks and calendar for staff safety related trainings.
Ensure standard procedures are applied consistently.
Maintain office services by organizing office operations and procedures; design filing systems; review and approve supply requisitions
Monitor and manage facility vendors/agencies to ensure that they efficiently and effectively provide needed services while staying within budgetary limits.
Assist in aligning global and local travel policies and stay current on changes.
Identity and assist in contracting with hotels in India in alignment with PATH travel policies
Prepare statistical data related to staff travel and present each month end to Facility Officer.
Manage the relationship with the travel service provider
Assist Admin Manager with maintaining all PATH sites in India and with tracking of related expenses.
Support the Admin Manager in ensuring safety and security of PATH staff and sites throughout India as and when required.
Update Fixed Assets Register and conduct annual physical verification of assets along with finance team ensure assets per financial statements match with assets per physical verification. Ensure consistency of the template used.
Regular review and recommendation of the facility related expense.
Provide financial budget data and track facilities budget for all facilities in India and report to the Admin Manager.
Review the facility budget on monthly basis, update, seek approval and prepare annual budget as and when required. Get necessary approval from the Admin Manager for proposing budget changes to PATH US.
Report on inventory of physical assets and co-ordination with Finance.
Support procurement of Admin facilities and Staff safety items where required.
Ensure all agreements are in place and facilities are paid on time.Co-ordinate with all support staff, Reception, Security Services Staff etc. daily.
Handle and oversee all travel arrangements (Domestic and international) and operations. Finalizing Itinerary, booking tickets, arranging vehicle, visa support, insurance support and forex support.
To regularly undertake process strengthening for travel management to ensure better effectiveness and efficiency of systems and processes for travel and logistics and manage in organizing events, retreat, meetings, and workshops, as and when requested.
Maintaining efficient and cost-effective procurement systems for goods and services.
Preparation of PRF, Floating RFQs, Comparative/commercial evaluation, and Vendor selection (Site visit if required), Negotiate and issue purchase orders, confirming the delivery and maintaining the stock.
Preparation of management report and details as and when required.
Any other tasks assigned by the supervisor or Country Leadership.
Required skills and experience:
Bachelor’s Degree or a Post Graduate Degree with a minimum of 5-7 years of experience in office administration/facility and related functions in for profit and/or not for profit or other similar agencies.
Proficient in administrative management skills.
Computer competency in MS Office, especially excel skills and presentation skills.
Strong adaptability and collaborative skills
Well-organized and attentive to details with good follow-through skills.
Proven interpersonal skills and ability to work effectively independently and in a team
Flexible, proactive, polite and humble.
Ability to multi-task and work in a multicultural team.
Ability to handle a variety of assignments under pressure of deadlines.
Strong written and oral communication skills in English and Hindi.
Location: New Delhi
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