WaterAid India
Administration Coordinator
admin
Delhi
Application Email : waindiahr@wateraid.org

Job Type

Full Time

Closing Date

Dec 03 2021

Description


Job Description

 

Introduction

 

Job title

Administration Coordinator

Grade

5

Location

Country Office (New Delhi)

Reporting to

Director -Finance,Admin and IT

Reporting from

Office Assistants (2 Nos.)

 

Context

 

Responsibilities

 

Procurement

  • Responsible to complete the procurement cycle (procurement cycle is the series of actions required to obtain goods or services from an outside source

  • Updating fixed asset register for all offices.

  • Responsible for submitting the new procurement report for HO and regional office in the Admin Tracker.

  • Responsible for overall office filing systems.

  • Updating of vendor Database and following up with vendors for various services and supplies and contract renewals when required.

  • Responsible for the preparation of draft contracts and agreements

  • Managing the vendor database for various supplies and services. Coordination with vendors for the vendor

  • Registration and other details and to get the signed contracts and POs for records sharing the same with vendors for their acceptance.

  • Doing the requisitions for all purchase requirements for the procurement vertical. Issuing GRN/SRN for procurement related purchase requirement.

  • Ensuring the documentations of all purchases are intact in the relevant folders (all the time – as per the guidance of the supervisor). Adhering to the suggested standards for the documentation and orienting the same to all other procurement focal points during any training and orientation.

  •  Providing necessary support during the internal, statutory and project audit and sharing all the required documents pertaining to the sample requested by the auditors and finance department.

  •  Managing the yearly follow up with all offices related to their vendors for their MSME confirmation in coordination with finance department.

  • Ensuring the staffs are oriented about the procurement guidelines and adhering to the approved policies. Providing necessary support to requestor and educating them time to time with right processing case they follow a wrong process.

Office management

 

  • Management of Office assistant along with the Security and housekeeping staff.

  • Management of AMC for Office assets

Travel desk and event management

  • National and international travel and ticketing bookings and arrangements for staff travelling on official assignments. Issuing VISA invitation letters and coordinating submission of VISA applications for staff through empanelled travel agent.

  • Provide adequate and timely logistical support for office operations and other activities

  • Managing events like conferences, workshops along with logistic arrangements, externally as well as internally.

Contract management

  • Manage legal contracts and agreements - for O&M services, facilities, office premises, lease, maintenance and insurance policies.

  • Complement ongoing documentation and implementation of industry standards in accounts management and compliance

  • Managing procurement contracts with regards to payments, cashflow and obligations (including maintaining the contract master list) and initiate actions in the case of delays

Insurance

  • Ensure comprehensive office insurance - timely registration and renewal of office insurance

  • Maintaining asset register PAN India to timely addition or deletion of assets in the policy.

  • Processing claim with support of Insurance broker by providing documents and completing the procedures for the same.

Office maintenance

  • Ensure functioning systems of security, including health and fire safety, as well as related service contracts and monitoring the same.

  • Managing the administrative needs of the office independently.

  • Oversee office filing systems, and ensure maintenance of registers.

  • Improving the infrastructure of office by overseeing the contractor or architect in reference to various construction like cupboards and workstation.

Asset management

  • Manage fixed assets that include maintenance of registers and updating software; coordinate with Region Offices for consolidated assets register as per the year-end/compliance procedures.

  • Addition or deletion of assets in FAMS (Fixed Asset Management Software) in which the asset is being managed.

  • Facilitating annual physical verification of assets as a part of compliance PAN India which needs to be donated or send to E-waste based on their Write down value. 

  • Identify assets for disposal and ensure timely removal after securing necessary approvals

Vendor management

  • Develop and maintain a central list of suppliers and service providers for all essential office support facilities and ensure that necessary procurement protocols are followed.

  • Manage other support services related to printing, event management etc.

  • Ensure adequate documentation for payments to vendors and partners, checking the accuracy of invoices and other supporting documents

  • Managing vendors for various services and office supplies, exploring new vendors and update the database along with payment processing.

Application Process

  • To apply please download the attached application form. Kindly note that ONLY applications submitted on WaterAid's standard application form will be considered.

  • Please mention position and location in the subject line “Admin - Coordinator”.

  • Please save the application form with your name and position, you have applied. Completed applications should be sent to waindiahr@wateraid.org 

  • Closing date: 3 December 2021.

  • Applications are being considered on rolling basis.

  • Only Shortlisted candidates will be intimated of the interview. 

 

WaterAid is an equal opportunity employer; women and the differently abled are particularly encouraged to apply.    



Job Email id:

waindiahr(at)wateraid.org

Download Attachment:

JSCF Application Form.doc