Job Opportunity for Assistant, Administration at Room to Read in Karnataka

Position Overview:

The Assistant, Admin position will be based out of field office or State office (ideally the field office) as per need and this position will be reporting to the Program Officer/Program Associate. The position will perform varied day to day administrative and HR related functions, raise purchase requests, provide support in tracking expenses, make logistical arrangements, and maintain stock registers and implements administrative policies and keeps track of materials used and still in stock. Executes and coordinates operations such as meetings, conferences, workshops, and/or special events. Should be willing to travel as and when required. The Program Assistant, Admin & HR will also be required to support program functioning by obtaining and sharing relevant statistics and data from the system.

Roles and Responsibilities:

Logistical and procurement related role:

• Logistics arrangements, sending invites, booking venues for any training /workshop/meeting for program and any other events.
• Procure and ensure timely distribution of material at field level and ensure that the verification of the materials distribution is done on time by the field/program team. Do necessary documentation pertaining to distribution and verification.
• Follow the procurement process of vendor identification, collection of quotations, sending to procurement committee, preparing a comparative statement, and maintaining procurement register.
• Prepare new contracts or renew the existing contracts of vendors by tracking the contracts end date for all the vendors.
• Raising purchase/procurement requests for field office supplies, regular program activities
• Ensure packaging and distribution of materials at the destination and regular follow-up with vendors for safe delivery of material
• Ensure the proper functioning of field office and cluster libraries.
• Maintenance of Inventory registers at field.
• Organize and ensure all program related travel arrangements and transportation as per the requirement.
• Raise Purchase request for daily routine office grocery and stationery material and will ensure field office cleaning and functioning. 

Program Implementation and Documentation Support:

• Reading all the program notes, manuals, sessions, and reports for best of your knowledge.
• Collect all the data and enter in data base as and when required with the support of    Program Field Coordinators. All the data must be entered on time and must be error free.
• Support in verification of data to be entered in online software (GSD).
• Data cleaning of the data base will be done in timely manner.
• Extend support to Program Associates in organizing the Meetings/Training/Workshop; like documentation of meeting  minutes, reaching out to the participants for follow up or                          
  updating them about meeting dates.
• Render support to the Program Field Coordinators/Program Assistants in rolling out the community level events and district/block/school level workshop/meetings/events by documenting the meeting, clicking photographs any other support as required. .
• Ensure proper documentation and provide support in content typing in Hindi and English in soft copies, converting PDF files in JPEG files for further dissemination, creating folders on the SharePoint, etc.
• Drafting the minutes of the monthly and fortnightly meetings and render support in documenting the minutes of six-monthly/monthly review meeting (whenever required).
• Any other data entry task assigned by line manager. 

Other Significant Relationships to be maintained:

• Ensure a client orientation in fulfilling requests of the Program Field Coordinators and deliver materials as requested
• Ensure effective liaison with State finance /Admin and HR where required. 

Qualifications & Experience:

Required:

• Graduate in any Discipline
• A minimum of 2-3 years of professional experience
• Ability to travel frequently within the states
• Ability to perform multi-task
• Self-motivated, flexible and able to work without close supervision.
• Attention to details.
• Honest and trustworthy
• Strong negotiation skill 

Preferred:

• Flexible attitude towards changing priorities and ability to multi-task with an eye for detail.
• Strong initiative skill and proactive and solution oriented.
• Team player
• Excellent interpersonal and relationship building skills 

Compensation:

The salary range for this position will be determined based upon the experience of the candidate hired. Health benefits are also provided. The non-monetary compensation includes a unique opportunity to be part of an innovative, meaningful, and rapidly growing organization that is changing the world through the lifelong gift of education.

Room to Read is a child-safe organization.

Location(s)

India – Karnataka