The Administration Officer will be located at India Country office of RtR and will assist and report to the Admin Offer. S/he will provide logistical and administrative assistance in implementing the India Country Program. Primary responsibilities will include the procurement of Goods and services, Housekeeping Management, Inventory management, vendor management and day to day logistical arrangement at workplace. , ,. This position will involve frequent travel to RTR State offices in which Room to Read’s Programs are implementing. This position will have 2-3 Admin Associates and Office Assistant reporting to him/her and S/he will direct report to Manager, Administration.
Duties & Responsibilities:
Supervision of Housekeeping on daily basis.
Ensure that the office equipments are functional and timely repair and maintenance is done.
Following and enforcing the organization’s procurement policies and procedures.
Ensuring that the working conditions of workstations, conference rooms, and washes rooms and responding to the staff request related to the same
Provide logistics support during the time of any workshop/training /meeting /conference with the help of Office Assistant.
Ensure the processing of bills as per the organization guide lines and within the timelines.
Ensuring the proper maintenance of Inventory of office equipment, stationaries and other items
Supervising the bid openings and writing minutes
Invitation of quotation as per the organization guideline from vendors based on the requests.
Collection of quotations from the vendors and ensure that the quotations are reached on time with the mandatory requirement.
Ensure that the relevant policies and guidelines are up to date and shared with the relevant staff.
Reviewing, comparing, analyzing, and approving products and services to be procured as per the RtR’s procurement policy
Ensure that the purchase orders are created correctly, relevant procurement procedures have been applied and all supporting documentations are attached
Ensuring that invoices received reconcile to purchase orders and matching receipts to purchase orders along with the all the relevant documents before sending it to finance for payment.
Maintaining good vendor relations and negotiating contracts as per the guidelines and requirements of budget holder
Researching and evaluating prospective vendors and consultants.
Assist in the budgeting and Planning of the year, preparing cost analysis and reports.
Point person for the collection book dispatch request from SOs and forward the same to Warehouse and ensure timely delivery.
Receiving of PR from the program team and reviewing as per the PR check list if there's any requirement. Back & Forth for the same and allocation within admin team for further perusal
Meeting with vendors and Technical committee as per the requirement
Supervising of major office day to day maintenance such as electricity, plumbing works , Air conditioning ,drinking water, tea coffee machine.
Maintaining good coordination with other departments to ensure a smooth work
Assist in gathering information for reports on the status Participate in any other activities, which may be required to be undertaken to fulfill the objectives of the organization.
Any other job assigned by the supervisor
Bachelor’s/Masters degree in commerce/ business Management/relevant areas.
More than 5 years of experience in administration handling the procurements of Goods and services
Supervisory and Team Management skills are required
Ability to travel frequently.
Good analytical and strategic thinking skills.
Good knowledge of MS excels, word, power point, outlook and google spreadsheets
Attention to details
Effectiveness in working or volunteering in a non-profit organization that is focused on maintaining high quality work and a low overhead.
Good verbal and written communication skills in English and Hindi.
Ability to multitask, prioritize, and manage time efficiently
Prior experience of working in NGO/development sector.
Experience in successful implementation of a wide range of tasks.
Prior experience of vendor management
Have good knowledge of Market research to identify the most relevant vendor as per program’s requirement.
Make professional decisions in a fast-paced environment
Room to Read offers a competitive salary with excellent benefits. Benefits include thirteenth month bonus, health insurance and a retirement plan. The non-monetary compensation includes a unique opportunity to be part of an innovative, meaningful, and rapidly growing organization that is changing transforming the lives of millions of children in developing countries on literacy and gender equality in education.
Room to Read has zero tolerance when it comes to child abuse and exploitation and believes that all children have equal rights to protection. All selected candidates will be expected to adhere to the child protection policy, code of conduct and standards and will undergo rigorous reference and background check through third party. Background check will include the verification of employment history and criminal check. Selected candidates may be required to provide additional information to conduct a background check
India - Main - New Delhi
To be successful at Room to Read, you will also:
Have passion for our mission and a strong desire to impact a dynamic nonprofit organization
Be a proactive and innovative thinker who achieves results and creates positive change
Have a very high level of personal and professional integrity and trustworthiness
Embrace diversity and a commitment to collaboration
Thrive in a fast-paced and fun environment
Room to Read is proud to be an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds. EOE/M/F/Vet/Disabled