Position: Administration Officer

Organization: American India Foundation (AIF)

Location: Gurugram

Apply: To apply for this position, send your CV and covering letter describing how you meet the specifications for this role and what you bring to it along with your current salary and expected salary with subject line “Administration Officer”

Key Roles & Responsibilities: Office Administration:

• To ensure day to day office arrangements,

• To organize office filing systems, maintenance of inward-outwards registers, receipt and dispatches of correspondence,

• Ensure proper maintenance of office property which includes building, office furniture and equipment’s, computers etc. through regular monitoring and upkeep,

• Maintaining records of all movable & immovable assets at central and state offices and ensure assets register and asset numbering is up to date,

• To supervise and monitor the working of housekeeping staff,

• Ensure all organizational assets including equipment’s, and other fixed assets in all offices are insured at all times,

• Support and coordinate for travel/tickets, cab/taxi and stay arrangements of Project staff and visitors as per travel request raised,

• Negotiate the best rates and deals available in the markets for travel and lodging,

• Maintenance of petty cash and corporate credit cards.

• Provide administrative support to all meetings / conferences and official receptions

Procurement and Supply chain management:

• Assist the Procurement manager in vendor analysis and empanelment of vendors.

• Keeping stock of the indents initiated by various departments and initiate the process of quotations / RFP/ Tendering.

• Put up requests before the Procurement Committee with complete documentation for approvals.

• Prepare and issue Purchase order ensure follows up for supplies.

• Ensure proper quality checks, timely deliveries and settlements of vendors.

Qualification and Experience:

• Graduate degree in any discipline with at least 3-5 years of experience. Candidates with non-profit experience shall be given preference.

• Proficiency in M.S Office is a must.

• Proficiency in English and Hindi languages is a must.

• Hands on experience on ERP systems is desirable.

SKILLS:

• Consistently approaches work with positive energy and a constructive attitude.

• Possesses a variety of skill sets including time-management, multi- tasking, and inter-personal skills.

• A team player who is supportive, flexible and ready to take on additional tasks.

• Ability to cope with work pressure.

• Responds positively to feedback and respects diverse point of views

Other: Salary commensurate with experience