Room to Read India
Manager, Administration
admin
Delhi
Application Email :

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Job Type

Full Time

Closing Date

Jun 26 2021

Description

Position: Manager, Administration

 

Department: Administration

 

Location: India country office of RtR, New Delhi (Dwarka sector 21)

 

Start Date:      26-May-2021

 

End Date:        26-June-2021

 

Location:          New Delhi

 

ORGANIZATION PROFILE:

 

Room to Read India was established in 2003 and presently have programs in 9 states- Chhattisgarh, Delhi NCR, Karnataka, Madhya Pradesh, Maharashtra, Rajasthan, Telangana, Uttarakhand and Uttar Pradesh. Our Literacy Program has been implemented in 15642 government schools, training 25,741 teachers trained in library management and reading activities. Over the same period our Girls’ Education & Gender Equality Program has benefitted over 62,457 girls.

 

Room to Read is a global organization transforming the lives of millions of children in low-income communities by focusing on literacy and gender equality in education. Founded in 2000 on the belief that World Change Starts with Educated Children®, our innovative model focuses on deep, systemic transformation within schools during two time periods that are most critical in a child’s schooling: early primary school for literacy acquisition and secondary school for girls’ education. We work in collaboration with local communities, partner organizations, and governments to develop literacy skills and a habit of reading among primary school children and ensure girls can complete secondary school with the skills necessary to negotiate key life decisions. By focusing on the quality of education provided within the communities and ensuring these outcomes are measured, we have created a model that can be replicated, localized and sustained by governments. With its, global headquarters in San Fransisco, Room to Read has benefited 18 million children across over 30,000 communities in Bangladesh, Cambodia, Grenada, Honduras, India, Indonesia, Jordan, Laos, Myanmar, Nepal, Rwanda, South Africa, Sri Lanka, Tanzania, Vietnam, and Zambia. Room to Read India has received several awards and recognition over the years including recognition as one of the top ten NGOs to work for during the past six years by the Great Places to Work Institute., and Zambia.

 

Position Overview:

 

The Administration Manager is overall head of the portfolio and member of the Country Management Team. S/he is responsible for overall administrative operation of the office including administration backbone strategy and management, Management of day to day logistic arrangements, office and premises management across all state offices, and procurement, IT and asset management – both program and non-program domains. This position will directly report to the Deputy Country Director and will have 1-2 Officer/Associate, Administrations reporting to him/her.

 

Primary Duties & Responsibilities:

 

A. Administration Strategy and Operational Dynamics Management

  • Define the evolving nature of the Administration function as a quality assurance partner for business across all activities

  • Deployment quality assurance and service excellence protocols in general administration, warehousing, procurement, inventory and IT management with due focus on enhanced outcomes in all domains.

  • Prepare business cases for process improvement and automation management in collaboration with global colleagues.

  • Deployment high quality vendor management, event location management, travel management.

  • Continue to focus on creating safe, productivity enhancing working spaces for colleagues across country, state and field offices, in the process improving cleanliness, safety-security and health-sanitation-hygiene standards. Ensure effective financial management and control in so far administration collaboration with HR and finance team is concerned.

B. Day to day Management of Office Administration

  • Manage Room to Read’s legal compliances, navigating procedures for expansion and complying with all governmental standards, requirements, and regulations in so far as Administration function is concerned.

  • Oversee all administrative and operational matters in compliance with Regional and Global Office policies

  • Maintain third party contracts, agreements, policies, etc.

  • Ensure full functionality of Room to Read office functions at all times (e.g. electricity, utilities, internet, plumbing, pest control, insurance, office set-up)

  • Organize all program related travel and/or transportation needs

  • Organize all visitor related travel and/or transportation needs

  • Ensure appropriate level of compliance by all staff for adopting and following administrative policies and procedures. In order to do so, educate and provide ample information and time to time update and follow up with each staff members and to make them to fully understand the operational policies and processes. And also guide them through these policies and procedures as and when required. Also carry out all the necessary responsibilities and requirement as spelled out in these policies.

  • Guide and coach the administrative staff (associates) in maintaining office equipments and management of the vehicle movement and also all the administrative issues and supports.

  • Communicate with RO and GO office directly or through line manager related to the administrative and operation policies and requirement and report them as and when needed,

  • Participate in any other activities which may be required to be undertaken to fulfill the objectives of the organization

  • Explore opportunities for partnerships and knowledge sharing with NGOs, experts and institutions involved in teacher training and literacy initiatives

C. Procurement Management

  • Prepare annual procurement plan for all procurement related (program and non-program) as per approved budget with consultation with the program team linking with the program implementation calendar,

  • Implement all procurement activities well in advance as per approved budget and annual procurement plan.

  • Oversee the procurement process and ensure that the procurement is completed in time and in a very cost effective manner for goods and services,

  • Arrange and follow RtR procurement policy and procurement guidelines/manual and procurement norms for all type of procurement (goods and services)

  • Work with program team in obtaining purchase requisitions with detailed specification in order to start the procurement process well in advance

  • Work with procurement committees as per the organization policy

  • Coordinate and work closely with program team to process procurement in timely manner

  • Do a market survey regularly in order to assess the market trends and to know average costs of material/items needed by RtR, availability of types of goods/materials and services and share the same to the management,

  • Maintain market price/rate of all goods/materials that generally RtR purchases and help the program team to prepare the estimation before the purchase process is started.

  • Obtain and maintain, the general practice of procurement process in other similar organization and local government,

  • Ensure RtR procurement norms are accordance with the local statutory requirement. Any difference should be brought to the attention of the management,

  • Maintain vendors/suppliers list with their contract address according to the type of business and trade and update it regularly

  • Update the Country Director, Regional office and the program team on the status of the procurement process in a regular basis

  • Maintain procurement file in an appropriate fashion and order including – requisition, quotes/bids, comparison, evaluation, approval, contract/purchase order, delivery note etc. for each purchase

D. Warehouse Management:

  • Oversee the overall management of the warehouse,

  • Ensure that the warehouse is being managed as per the standard guidelines, the goods are being kept in the proper manner and recorded in the warehouse inventory.

  • Ensure that the inventory is up to date all the time – a proper check in and check out system is placed and maintained all time,

  • Supervise and oversee the work of the warehouse staff,

  • Ensure the goods are packed and dispatched to the final destination as per the schedule and requirement of the program team

  • Make sure that the goods are safe and secured against damaged including insurance coverage

Qualifications and experience:

 

Required:

  • Master’s in business administration / supply chain management/logistics management/ similar relevant fields with minimum of ten years of experience in an administrative position especially in procurement management.

  • Minimum two years of experience in management and supervisory role.

  • Experience in successful completion of a wide range of procurement activities especially large procurements that involve public bidding,

  • Strong verbal and written communication skills in English and local language.

  • Problem solver with a strong analytical mindset

  • Outstanding organizational and time management skills

Preferred:

  • Previous Experience as procurement specialist/manager/officer in International Development organizations with public bidding experience

  • Served as a member of country management team in an International/national NGO.

  • Strong planning, supervisory, and management skills

  • Work independently and as part of a team.

  • Strong Negotiation skills.

  • Have strong sense of market situation and trend

Room to Read has zero tolerance when it comes to child abuse and exploitation and believes that all children have equal rights to protection. All selected candidates will be expected to adhere to the child protection policy, code of conduct and standards and will undergo rigorous reference and background check through third party. Background check will include the verification of employment history and criminal check. Selected candidates may be required to provide additional information to conduct a background check

 

Compensation:

 

Room to Read offers a competitive salary with excellent benefits. Benefits include thirteenth month bonus, health insurance and a retirement plan. The non-monetary compensation includes a unique opportunity to be part of an innovative, meaningful, and rapidly growing organization that is changing transforming the lives of millions of children in developing countries on literacy and gender equality in education.

 

Application Procedure:

 

Please CLICK HERE to apply for this position.

 

Due to the high volume of applicant response, not all applicants may receive a response from Room to Read. Regret the inconvenience. Room to Read is an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds. We always encourage women to apply.