Job Description

Execution Role:

• Translate the strategic plan to action in all admin processes and policies
• Design, develop and implement various admin processes and systems related to office and guest house management, asset management, insurance, travel management, cost management, safety and security, stock/inventory management, and system compliances
• Implement feedback and suggestions from FAS, diligence and other functions for collaborative working

Delivers Role

• Oversee administrative and project management support to all program, consulting and enabler teams, and ensure high standards are maintained
• Ensure reporting as per the admin policies laid out
• Monitor insurance cover under Medical, Personal accident, Vehicle , Money in transit and Office burglary and coordination of claims
• Ensure safety and security of the office premises and its staff
• Ensure smooth operation of all computer systems within the organization by ensuring a high up time for hardware and loading of all necessary software
• Ensure that the brochures and important official information are up-to-date and readily available and accessible.
• Ensure all statutory compliances related to office administration and management, including taxation, labor and other applicable legislations
• Ensuring quality service for the staff / guest is provided in terms of accommodation, local travel and food
• Monitor functioning of regional and project offices, and provide need based support
• Coordinate the functioning of the Purchase Committee, with respect to procurement of goods and services, and negotiation of the best rates with the vendors

Reports to:The position reports administratively to The Admin/Operations Lead

• Interacts with the Founder /CEO/Directors/Thematic heads/Program manager and team members (all Catalyst Group Organizations)
• Influences the admin team in their day-to-day operations, and all employees of the Group, by providing timely and cost-effective solutions

Age and Gender: Preferred age below 50 years and Gender No restrictionsQualification

• Ideally a graduate and above with knowledge and in-depth experience of office administration in NGO sector / Private limited companies.

Desired Experience:

• Minimum of 5 years experience in supervisory capacity, and handling office administration functions. Desirable to have experience of working in the social development sector.

Knowledge

• In depth knowledge of Office Administration, including people and resource management - Setting up of new offices, systems, policies and process, manage and guide the team members and utilise the available resources efficiently

• Asset Management cycle - Making assessment of asset requirement, gathering specs and configuration, procurement process, configuration, handover, maintenance and disposal.

• Travel management - Creating itinerary, ticketing, cancellation & refund, visa processing and overseas insurance.

• Risk Management - Assessing the risk for the office infrastructure which includes safety against theft, fire and burglary.

• Event management - Training and workshop coordination - Identification of venue for training and workshop, support in logistics, procurement of required materials and resources for the workshop.

• Compliances related to office administration, like drafting rental agreements, property tax, insurances (people and property) etc

• Knowledge of English, and any of the major regional languages. Knowledge of Kannada and Hindi preferable.

Skills

• Proficiency in computers, basic software (MS Office), G-Suite, project management tools and knowledge of scheduling meetings and use of calendar

• Being Proactive - To take charge of any situation and having a better outcome

• Decision making and Prioritization - Should be able to make decisions independently based on the situation and prioritize accordingly.

• Forward planning (Anticipate) - To judge and be prepared to handle the situation with right resource

• To plan, schedule, organize and implement - Any assigned work

• Being adaptable and flexible for change in plan/request - Should be able to consider for any last minute change in plan/ request.

• Leadership skills - Should be able to take charge of situation, guide team members and groom them to next level

• Time management - To complete any given work within the time frame

• Efficient management of People and resources

• Multitasking - Capable of handling multiple request, distribution of workload and execution within the time frame

• Negotiating skills - Bargaining and find similar service/ product that provides value for money

• Relationship management (Internal -Staff at all levels and External with vendor and service providers)

• Effective communication skills for negotiating and influencing stakeholders

Work Ethics

• Timely delivery of tasks and requests with focus on quality and consistency.

• Must work with a sense of urgency

• Being critical and creative in execution of activities

• Respect all individuals equally

• Will work in a focused manner in nurturing and building talent in 2nd line leaders/support staff

GeneralThe role is seen by the organization as being the backbone for smooth functioning of day to day activities. The ideal incumbent is -

• Able to handle multiple requests, and able to prioritize based on importance and urgency, in an effective and timely manner

• Able to ensure that the organizational policies related to HR, Admin, Procurement, Financial control and accountability are met without any deviations in all processes and procedures.

• Able to manage pressure and to assess and absorb information quickly and seek clarification when required

• Able to maintain all office expenses as per the plan and within the budget by providing cost-effective solutions

• Flexibility in working hours

Geography: Based in BangaloreTravel: 5-6 days of travel per quarter is anticipated to regional office or to stay in venue during important and large conferenceMeasurementThe incumbent will be assessed by the reporting officer on the accomplishment and delivery of all components described.The measurement will also include demonstrated elements of commitment, passion,accountability, ideation, flexibility, accessibility, and system and process management as well as the expected work ethics.Growth OpportunitiesThe organization has an open policy of growth based on opportunity, demonstrated personal growth, and personal aspirations. It is not a norm that growth will take place vertically only. Growth is also seen as the organization being more inclusive in the incumbent's involvement in strategic organization growth.Authority/Delegation: Level 3 and above based on expertiseCompensation: As per organisation policy on cadre and gradeJob Type: Full-timeSalary: From ?30,000.00 per monthBenefits:

• Cell phone reimbursement
• Health insurance
• Leave encashment
• Provident Fund