Admin coordination

Anchor all the procurement & toolkit Printing for Jharkhand.
Anchor workshop and training support (logistic support in all districts) for Jharkhand.
Processing timely office rent and utilities (electricity, water, internet, etc) payments.
Manage local vehicles and hotels to ensure travel booking for Jharkhand (Road and Rail travel).
Issue assets to employees as per the requirement (Camera, projector, tablets, Sound recorder)
Oversee upkeep of the office premises and building. Regular cleaning and Maintaining office premises, Office maintenance, electricity, plumbing, and carpentry work, etc.
Oversee Office day-to-day supplies and refreshments arranged.
Maintain fixed assets & IT inventory. Maintenance of all IT-concerned devices Laptops, printers, photocopiers, Cameras, Projectors, Tablets.
Support with inventory management, and inward/outward letters.
Ensure the printed materials reach the location on time by coordinating with the Finance and Admin team

Support with bill settlement and reimbursement

Supporting the Program Managers with bill reimbursement and settlement
Collect and review all procurement, workshop/event, invoices, and supporting documents before submitting to Accounts for payment.
Ensure all the payments and paperwork for billing are in place by coordinating with the finance and admin team for proper documentation
Maintaining a database of consultants and translators, and other vendors
Ensure consultant payments are made on time
Coordinate the training venue and logistic requirements and bookings for capacity building workshops
Ensure timely distribution of materials at field (Schools, ITI & Youth clubs)

Required skills and Experience:

A graduate with Minimum 3 - 5 years of work experience, in NGO sector
Strong communication skills in English both written and verbal. Knowledge of Hindi and other regional languages is a bonus
Expert Microsoft Office Suite user
good organisational skills
Experience in office admin management
Ability to work independently as well as collaboratively with other teams
an appetite for working with a fast paced yet detail focused environment

Person specification

Admin Associate