Job Opportunity for Assistant- Admin & Resource Centre at ICRW in Mihijam

Generic Title

Assistant

Functional Title

Assistant- Admin & Resource Centre

Reporting to:

Assistant Director- programs

Department

Finance and Administration

Location:

Mihijam (Jamtara)

Job Brief:

ICRW looking for a responsible Assistant- Administrative & Resource Centre to perform a variety of administrative and clerical tasks including managing of front desk and resource center operations in daily basis. The duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing ICRW’s general administrative activities.

Primary Role:

The Assistant- Admin & Resource Centre will handle the responsibilities of Resource center front desk and provide support to the project teams on administrative tasks.

Education: Graduate in any stream. Additional diploma/certificates in office management/ administration / logistic management and related field preferred.

Experience: Minimum 3 years of relevant experience in managing Admin & Resource Centre is required.

Salary Range: INR 3.12- 3.90 Lacs per annum

Skills:

• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular), emails.
• Moderately knowledgeable with IT-equipment and experience in handing EPABX.
• Good communication skills in Hindi & English. (Knowing Bengali language will be a plus)
• Good interpersonal skills to work with all levels of staff and external contact people, agencies vendors etc.
• Able to move in field for procurement requirement viz collecting quotations from different agencies/vendors etc.
• Ability to prioritize tasks and professional maturity to handle sensitive matters with tact and discretion is a must.
• Managing front desk operations
• Excellent time management skills and the ability to prioritize work.
• Teamplayer

Principal Responsibilities and Tasks:

Front Office

• Serves as point of contact for ICRW office by greeting visitors and effective management of Front Office.
• Attending all incoming calls and delegating them to respective staff.
• Responsible for all incoming and outgoing couriers.
• Maintain the attendance register records and ensure all staff sign on it.
• Support in organizing and coordinating local travel and hotel accommodation for project team and visitors.
• Provide logistic support in organizing specific events like meetings, workshops, get-togethers etc. whenever needed. Also support in organizing local travel and ticket bookings.

Admin Responsibilities

• Ensure proper up-keeping of office & pantry, maintain cleanliness of office premises and furniture and coordinating the maintenance and housekeeping staffs and repair of office equipment as and when needed by coordinating with empanelled vendors.
• Maintain records of stationery inventory, expense reports, filing etc.
• Maintain AMCs for different office equipment and ensure seamless renewals.
• Visit market / bank as & when needed. Taking care of telephone, broadbands and electricity bills.
• Empanel appropriate vendors and agencies for regular office requirements / supplies / services.
• Manage entire procurement process; from collecting quotations/estimates from market to selecting proper agency for the task through maintaining ICRW’s procurement policy to complete payment procedures after satisfactory completion of assigned procurement task.
• Travel to Ranchi or any out stationed location/cities/states if required, for admin related task.

Admin and Resource Center Assistant, will also be responsible for:

• Manage cash at Jamtara office and record all cash transactions in excel on daily basis.
• Keep record of Jamtara office Assets & inventories
• Provide logistic support in hotels for project staff’s travel.
• Maintain and submit monthly attendance records for staff in Jamtara office.
• Work as a point of contact for Resource Centre and look after the maintenance and requirement of
• Resource Centre, viz managing resource material, manage library operations and inventories, manage records of all resource centre visitors etc.
• Overall maintenance of the Jamtara office
• Work closely with field and office staffs for program related work as and when required.
• Provide support to administrative departments by managing and organizing office procedures and forms.
• Managing front desk requirements and regular office operations.
• Develop and maintain a proper filing system
• Handling administrative requests and queries from senior managers
• Organizing and scheduling appointments / activities / records with admin software
• Planning meetings and taking detailed minutes

Interested candidates are expected to submit a letter of intent, resume, and a writing sample at by October 25, 2023.

We will be conducting interviews on an ongoing basis so request the candidates to apply as soon as possible.

Due to the large volume of responses we receive, ICRW is not able to provide candidacy status on an individual basis. Only candidates selected for an interview will be contacted.

ICRW is an equal opportunity employer. Female candidates are encouraged to apply.

All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity/expression, national origin, disability, protected veteran status, or any other characteristic protected under state or local law, where applicable.
ICRW is an E-Verify Employer. Our policies and procedures reflect our commitment to safeguarding children from abuse. We have zero-tolerance for sexual harassment at workplace & child abuse.