Job Opportunity for Administration Officer at Fortify Health in Pune

Team: Operations

Salary: INR 70,787 per month

Location: India-based, ideally Pune

Terms of employment: Contract for one year, renewal by mutual agreement

Closing: 11:59 pm, 16th June 2023 (We will be reviewing applications on an ongoing basis until the 16th)

About Fortify Health

Fortify Health has a vision for a healthier world where everyone has the micronutrients they need to survive and thrive. We work toward this by enabling access to micronutrient-rich wheat flour to reduce and prevent iron deficiency anaemia. We currently have operations in Maharashtra, Madhya Pradesh, West Bengal and Telangana, India, and plan to expand in other states in the next three years. We provide career development opportunities and a wide range of resources to support our team.

Fortify Health operates through three work streams:

• Open Market Support: We support millers to cost-neutrally fortify chakki atta in the open market
• Government Partnership Support: We work with governments in India to mainstream wheat flour fortification through social safety net programs
• Evidence Generation: We conduct monitoring and evaluation of activities to inform the public about the value of food fortification

Position Overview

The Administration Officer will ideally be based out of Pune. They will be responsible for maintaining and improving Fortify Health’s existing administrative systems and supporting the creation of new ones as the organisation and its operations expand. They will work closely with the Senior Operations Officer to support various domains of Fortify Health’s operations, including vendor relationships, procurement, and event and logistics management. They will also provide ad-hoc support to the Finance and Procurement Officer and Human Resources Officer when requested. The Administration Officer will report to Fortify Health’s Senior Operations Officer. 

Responsibilities and activities

Office administration

• Lead the office space management for all locations where Fortify Health operates: act as the first point of contact for any office-related issues, including managing office supplies, equipment, and facilities and maintaining a good relationship with the office space provider
• Identify potential offices for new Fortify Health hubs: prepare lease agreement documents and facilitate the set up of offices with any necessary equipment, furniture, and supplies
• Manage office visitors in all office locations and be the first point of contact for those visiting the office(s)

Vendor management

• Oversee vendor selection, contracts, and services/products quality, which includes developing and maintaining legally compliant agreements
• Collaborate with internal stakeholders to understand procurement requirements and align vendor selection with Fortify Health’s goals and objectives
• Maintain vendor database along with the Finance and Procurement Officer to keep track of vendor information, contracts, and performance
• Review and assist in processing the bills of respective vendors for various categories (such as general procurement, taxi services, air/train travel, hotel accommodations, local travel, courier services, etc.), and ensure accuracy and completeness of vendor bills and verify compliance with contract terms
• Foster positive vendor relationships and effective communication
• Continuously identify opportunities for process improvement and cost optimisation in vendor selection and management along with the Finance and Procurement Officer

Logistics and event management

• Organise and execute internal regional events, retreats, and related procurement activities
• Oversee Fortify Health’s travel management system, including booking and coordinating travel arrangements to ensure a smooth experience and submitting all invoices
• Ensure all travel approvals align with the policy and budgets while booking staff travel

IT and Information systems

• Oversee the procurement of IT items, including hardware and software
• Maintain the asset list along with Finance and Procurement Officer
• Support team with any IT-related issues
• Support team with internal training related to new IT systems or processes

Requirements

• Bachelor’s degree
• At least two years of experience in an operations or administration role
• Excellent organisational skills, documentation skills and attention to detail
• Strong communication and interpersonal skills
• Ability to work independently and manage multiple tasks simultaneously
• Familiarity with procurement and vendor management processes
• Familiar with MS Office and G-suite applications
• Ability to learn quickly and ask meaningful and relevant questions about new topics to get the correct answers, i.e. strong problem-solving skills and humility
• Proven ability to manage professional relationships
• Willingness to travel depending on project needs 
• Authorisation to work in India (Indian national, eligibility for OCI, etc.)
• Fluency in English and Hindi

Desirable attributes

• Willingness to relocate to Pune
• Experience working with remote team members
• Experience working independently
• Experience working in an NGO 
• Enthusiasm about our opportunity to improve people’s lives