Facilities Management-Jobs in Deutschland

Last Date of Receipt of Applications: 5th June 2025

Position Code : PHFI-CNST-2546

Position Title : Consultant- Senior Executive/ Officer Administration

No. of Positions : 01

Location : Delhi/NCR

Duration of Position : 06 months (further extendable based upon performance/ requirement)

Brief On The Organization

The Public Health Foundation of India (PHFI) is working towards building a healthier India. It is helping to address the limited institutional and systems capacity in India by strengthening education and training, advancing research and technology and facilitating policy and practice in the area of Public Health. PHFI is headquartered in New Delhi with national presence through its constituent units of regional Indian Institutes of Public Health (IIPHs) and Centers of Applied Research in core public health themes. The Foundation, established in 2006 as a public private initiative, is governed by an independent board comprising of senior government officials, eminent Indian and International academic and leaders, civil society representatives and corporate leaders. For more information, please visit the website www.phfi.org.

Deliverables

The Position performs the following tasks:-

Office Operations

• Administer daily office operations to ensure smooth functioning.
• Coordinate logistic requirements for the office including supplies, equipment and maintenance, facility management etc.
  
  

Inventory Management

• Maintain an inventory of equipment and goods
• Ensure adequate stock levels are maintained, and procurement processes are executed efficiently
• Extend support for auditing as and when required
  
  

Tendering And Procurement

• Carry out the tendering and procurement as per the company policy
• Carry our Import activities as and when required.
• Ensure compliance with company policies and procedures throughout the procurement process.
  
  

Fixed Asset Management

• SOP for Asset procurement
• Tagging of assets
• Fixed Asset Management and record-keeping
• Physical verification of Assets as and when required
  
  

Record Keeping And Reporting

• Maintain accurate records, prepare reports, and compose correspondence related to administrative activities.
• Provide regular updates to senior management on the status of administrative operations.
  
  

Financial Management

• Execute plans, policies, and programs related to business and financial affairs, property and equipment, supplies, facility management services, catering service, inventory, buildings and grounds maintenance, engineering, and safety programs.
• Develop budget recommendations for operating expenditures and capital outlay, and maintain proper records
  
  

Events/conferences

• Organize national and international conferences, workshops, meetings, etc., as required.
• Manage all logistical arrangements, including venue booking, travel arrangements, and participant coordination.
  
  

Travel Management

• Coordination with Travel agencies for Travel services (ticket booking/visa purchase/hotel bookings/Bill processing/account reconciliation etc.)
  
  

Team Coordination

• Coordinate activities by scheduling work assignments, setting priorities, and directing subordinate employees.
• Foster a collaborative and supportive work environment to maximize team efficiency
  
  

Vendor Management

• Empanelment of vendors/Identifying new vendors/agencies as and when required
• Vendor contracts/agreements/AMCs
• Vendor payment processing and account reconciliation
  
  

Program Planning And Policy Formulation

• Ensure operations adhere to policies and regulations.
• Formulate current and long-range programs, plans, and policies for departmental programs.
• Any other related tasks assigned by the supervisor
  
  

Qualification

Desirable:

• Bachelor’s degree in Business Administration, Management, or a related field. Master’s degree preferred.
  
  

Experience

Essential:

• Proven experience in administrative roles, with at least 2 years in a supervisory or managerial capacity.
• Strong leadership and team management skills.
• Ensure operations adhere to policies and regulations
• In-depth understanding of office management procedures and policies
• Excellent organizational and multitasking abilities.
• Proficiency in MS Office/Excel.
• Knowledge of procurement processes and inventory management.
• Effective communication and interpersonal skills
• Ability to work under pressure and meet tight deadlines.
• Familiarity with budget management and financial planning.
• Ability to make logical decisions and ensure transparency
  
  

Please note that consultancy fees will commensurate with available skills and fitment of the incumbent as per the selection process.

Interested and eligible candidates may send their updated CV to recruit@phfi.org and fill the application form– https://forms.office.com/r/dPJXEpQua2 . Please mention the exact Position Code (PHFI-CNST-2546) in the email subject line. Only shortlisted candidates will be contacted for the interview.

Last Date of Receipt of Applications: 05 June 2025.

Remarks

• Candidates are requested to refer PHFI website for position description & process for applying. Please note only those applications will be considered which are received as per instruction written on PHFI website.
• Candidates should have an excellent academic record, good communication skills, a commitment to high quality graduate / post-graduate education.
• Mere eligibility will not entitle any candidate for being called for interview.
• Persons employed in Government/Semi-Government Organization or Educational Institutions in India must apply through proper channel.
• PHFI reserves the right to fill or not to fill any or all available positions.
• The requirements of minimum qualification and/or experience may be relaxed in the case of candidates with outstanding credentials.
• No correspondence will be entertained from candidates regarding any delays, conduct & result of interview and reasons for not being called for interview.
  
  

“PHFI reserves the sole right to alter/modify/cancel the entire selection process or the position or the vacancy or to disqualify any candidature at any stage of the selection process”.

Women are encouraged to apply!