India Health Action Trust (IHAT)
## Associate, Administration
**India Health Action Trust (IHAT)** is a non-profit organization dedicated to improving the lives of vulnerable and marginalized people by addressing health and social inequities. Since 2003, we have been working closely with the Government of India and state governments to achieve public health goals in areas such as HIV/AIDS prevention and control, maternal and child health, nutrition, and health systems strengthening. We are committed to using program science to optimize and scale public health programs while partnering with governments and communities.
**Location:** Shahdol, Madhya Pradesh
**Experience Required:**
* At least 2 years of relevant experience in Administration, in an NGO/INGO of repute.
* Substantial experience of working with multiple offices located at different places.
* Demonstrated ability to produce results.
* Excellent knowledge of PC operations.
* Must be fluent in Hindi and English.
**Job Summary:**
The Associate-Administration will be responsible for the day-to-day operations of the Shahdol, Madhya Pradesh office. This role will encompass office management, logistics, event management, vendor management, asset management, bill processing, and payment follow-ups. This position demands an independent administrator who can effectively coordinate with project teams.
**Key Responsibilities:**
* **Office Management:** Manage the day-to-day operations of the office, including opening and closing procedures, maintaining a clean and organized environment, and overseeing housekeeping. Responsible for procuring stationery, toiletry, and pantry materials, maintaining stock registers, and reconciling physical stock on a monthly basis.
* **Travel & Logistics Management:** Book air, rail, and bus tickets for project team members as needed and arrange local transportation. Liaise regularly with the vehicle vendor to provide feedback on service quality, vehicle condition, and driver performance.
* **Events Management:** Organize meetings, trainings, conferences, and other events at the district and block level, both in the office and at external venues. Arrange for conference halls, stationery, refreshments, lunch/snacks/high tea, etc.
* **Vendor Management:** Develop and maintain a database of vendors for various services, negotiate competitive rates and quality standards, and coordinate with the central team. Ensure timely payment to vendors and track all payments.
* **Asset/Inventory Management:** Manage assets and maintain an updated inventory list for the central administration. This includes facilitating internal and external audits.
* **Bills Processing:** Verify incoming bills against actual events, process them, prepare summaries and tracking sheets for finance, and follow up on payments.
* **Other Admin Support:** Provide all administrative support to the project team as required. This includes updating staff details for insurance coverage, liaising with NHM department officials for project-related works, and other tasks as needed.
**Education:**
* Bachelor’s degree
**Key Competencies:**
* In-depth understanding of the development sector
* Ability to deal with ambiguity and diversity in work areas
* Ability to multi-task and prioritize work, meeting tight deadlines
* Ability to develop and sustain cordial relations with key stakeholders
* Pronounced negotiation skills with a focus on securing value for money
* Excellent interpersonal, communication, and people management skills
* Ability to function effectively as a team member with respect for multi-cultural, ethnic, and linguistic diversities
**Travel Requirements:**
Approximately 10% travel is expected.
**Reporting to:**
Associate, Admin and Finance
To apply for this job please visit www.ihat.in.
