Administrative Associate, Events & Logistics

iFOREST; Dadri; Remote; INR 700,000 - 1,000,000; Full time

Job summary

iFOREST, a not-for-profit research and innovation organisation, seeks an Administrative Associate – Events & Logistics to plan and deliver workshops, roundtables, conferences and travel. You will manage venues, vendors, budgets and donor reporting while coordinating with government officials and international guests.

The role requires 4+ years in event management or travel coordination, and fluency in English and Hindi. Based at Noida head office with a focus on Delhi NCR and other states.

Qualifications

• Bachelor’s degree in any discipline, or equivalent professional experience. A qualification in event or hospitality management is an advantage.
• 4+ years of experience in event management, logistics or travel coordination.
• Experience organising meetings or conferences with senior or government participants.
• Experience managing vendors, quotations and event budgets.
• Communicates clearly in English and Hindi with vendors, officials and guests.
• Experience in a think tank, research institution, non-profit or donor-funded organisation.
• Experience organising events outside Delhi NCR, in other Indian states.

Responsibilities

• Plan and deliver workshops, roundtables, conferences and launches in Delhi NCR and the states.
• Find and book venues, catering, audio-visual support, printing and other services.
• Prepare event budgets and get quotations in line with the procurement policy.
• Manage events on the day, including registration, set-up, timing and problem-solving.
• Handle protocol for senior government officials, partners and international guests.
• Keep an organisation-wide event calendar and plan ahead for busy periods.
• Use low-waste, environmentally responsible event practices where possible.
• Book domestic and international travel and accommodation for staff, consultants and guests.
• Arrange visas, invitation letters and travel insurance where needed.
• Support staff with travel changes and problems during trips.
• Support timely settlement of travel advances and claims with Finance.
• Ensure event and travel SOPs are followed by programme teams.
• Collect attendance lists, photographs, invoices and other records for finance/donor reports.
• Maintain a list of reliable venues, travel agents and event vendors and review their performance.
• Track event and travel spending against budgets and report to the Assistant Manager – Administration.

Skills

Event management

Logistics coordination

Vendor management

Budgeting

Communication

English & Hindi

Education

Bachelor’s degree

Job description

Administrative Associate, Events & Logistics

Reference code: Admin/NCR-11-26

The International Forum for Environment, Sustainability & Technology (iFOREST) is looking for an experienced and dynamic professional to plan and deliver the organisation’s workshops, roundtables, conferences and travel.

A successful applicant must have a proven aptitude for event planning, logistics, vendor management and budgeting, and good communication skills with government officials, partners and international guests. The candidate should ideally have working experience organising events across Indian states, and knowledge of protocol, travel and visa processes, and event documentation for donor reporting.

Position summary

Title Administrative Associate – Events & Logistics

Division People & Operations

Location Noida head office

Experience 4+ years in event management, logistics or travel coordination

About iFOREST

iFOREST is an independent, not-for-profit research and innovation organisation established in 2019. It identifies, promotes and scales up solutions for pressing environment–development challenges in India and other developing countries in Asia and Africa.

Our work is rooted in regional priorities. We accelerate environmental action at the sub-national level and use that regional knowledge to improve national policies and plans and strengthen international collaboration. We conduct independent, evidence-based research, develop new knowledge and innovative solutions, convene stakeholders to build consensus, and partner with think tanks, civil society, government agencies, philanthropies and industry to scale up solutions.

Much of our work is funded by international grants and delivered with state and district partners. We have a team of about 80 people across three offices in India.

Purpose of the role

The Administrative Associate – Events & Logistics will plan and deliver iFOREST’s events and travel. Our work depends on convening: workshops with state governments, national roundtables, report launches and international meetings. The role makes sure each one runs smoothly, on budget and in line with donor rules.

Success in this role means that events and travel are well organised, guests are well looked after, and every event is fully documented for finance and donor reporting.

Key responsibilities

1. Events

• Plan and deliver workshops, roundtables, conferences and launches in Delhi NCR and the states, working with programme teams.
• Find and book venues, catering, audio-visual support, printing and other services.
• Prepare event budgets and get quotations in line with the procurement policy.
• Manage events on the day, including registration, set-up, timing and problem-solving.
• Handle protocol for senior government officials, partners and international guests.
• Keep an organisation-wide event calendar and plan ahead for busy periods.
• Use low-waste, environmentally responsible event practices where possible.

2. Travel and accommodation

• Book domestic and international travel and accommodation for staff, consultants and guests, in line with the travel policy.
• Arrange visas, invitation letters and travel insurance where needed.
• Support staff with travel changes and problems during trips.
• Support timely settlement of travel advances and claims with Finance.

3. Documentation and vendors

• Ensure event and travel SOPs are followed by programme teams.
• Collect attendance lists, photographs, invoices and other records needed for finance and donor reports.
• Maintain a list of reliable venues, travel agents and event vendors, and review their performance.
• Track event and travel spending against budgets and report to the Assistant Manager – Administration.

Qualifications and experience

• Bachelor’s degree in any discipline, or equivalent professional experience. A qualification in event or hospitality management is an advantage.
• 4+ years of experience in event management, logistics or travel coordination.
• Experience organising meetings or conferences with senior or government participants.
• Experience managing vendors, quotations and event budgets.
• Communicates clearly in English and Hindi with vendors, officials and guests.
• Experience in a think tank, research institution, non-profit or donor-funded organisation.
• Experience organising events outside Delhi NCR, in other Indian states.
• Working knowledge of other Indian languages used in iFOREST’s focus states.
• Organised, with a strong eye for detail.
• Calm and practical under pressure, especially on event days and during travel disruptions.
• Service-oriented and courteous with guests and colleagues.
• Negotiates well and keeps careful records of spending.

What we offer

iFOREST provides an inclusive and supportive work environment and is committed to professional development through education, training and capacity building. We offer salaries that are competitive in the think-tank sector and recognise performance through annual appraisals.

Remuneration: Depending on qualifications and experience. The final designation will depend on the selected candidate’s qualifications and experience.

Immediate opening. The position is open until filled.