Assistant, Administration

Room To Read; Ranchi, Dhanbad, Jamshedpur, Bokaro District; On-site; INR 260,000 - 380,000; Full time

Job summary

Room to Read is seeking an Assistant, Admin to support field and state offices in Jharkhand. You will handle day-to-day administration, procurement, logistics, events, and inventory, while ensuring compliant records and timely service delivery.

You will coordinate with vendors, manage stock, prepare procurement documents, and assist program teams across district and field levels, including data entry in English and Hindi, travel arrangements, and event support.

Qualifications

• 2-3 years of relevant NGO/administration experience.
• Proficiency in Microsoft Office.
• Willingness to travel within states.
• Ability to manage multiple tasks and meet deadlines.
• High integrity and professionalism.

Responsibilities

• Handle day-to-day administrative functions and maintain stock records.
• Raise purchase requests and manage procurement documentation.
• Coordinate meetings, trainings, and events, including travel.
• Support program implementation and documentation in English and Hindi.
• Liaise with vendors, landlords, and service providers.
• Ensure compliance with donor requirements and policies.

Skills

Attention to detail

Strong negotiation skills

Team player

Self-motivated

Willingness to travel

Multi-tasking

Integrity and professionalism

Education

Graduate in any discipline

Tools

Microsoft Office

Job description

Job Summary

World Change Starts with Educated Children

Important: All applicants must be legally eligible to work in the country where the position is located. Room to Read is not able to provide sponsorship.

The Assistant, Admin position will be based out of a field office or Jharkhand State office (ideally the field office) as per need, and this position will report to the Program Officer/District Lead. The position will perform varied day-to-day administrative functions, raise purchase requests, provide support in tracking expenses, make logistical arrangements, maintain stock registers, implement administrative policies, and keep track of materials used and still in stock. The role executes and coordinates operations such as meetings, conferences, workshops, and/or special events. The candidate should be willing to travel as and when required.

Key Responsibilities

Procurement & Vendor Management

• Support the end-to-end procurement process in accordance with organisational procurement policies and procedures.
• Identify vendors, obtain quotations, prepare comparative statements, coordinate reviews, obtain approvals, and maintain procurement documentation.
• Maintain the vendor database and procurement documentation.
• Monitor contract expiry dates and coordinate timely renewal or execution of new contracts.
• Coordinate with vendors to ensure timely delivery of goods and services. Verify vendor invoices, submit them to Finance on time, and follow up until payment is completed.
• Maintain procurement records, agreements, purchase orders, and supporting documents for audit and compliance purposes.

Office Administration & Facilities Management

• Responsible for the overall upkeep and day-to-day administration of the office.
• Ensure timely payment of field office rent, electricity, water, internet, and other utility bills, and maintain proper records of the same.
• Oversee the general upkeep and maintenance of the office premises, furniture, fixtures, and equipment, and coordinate timely repairs and servicing as required.
• Coordinate with the landlord, service providers, and utility vendors for uninterrupted office services and address any related issues promptly.
• Maintain adequate stock of office stationery, pantry items, housekeeping materials, and other office supplies.
• Raise procurement requests for routine office requirements.
• Ensure office safety, cleanliness, security, and compliance with organisational administrative standards.
• Manage and monitor Annual Maintenance Contracts AMCs for office facilities and equipment, ensuring timely renewals, preventive maintenance, and uninterrupted service delivery.

Logistics, Events & Travel

• Coordinate logistics arrangements for trainings, workshops, meetings, and program events.
• Arrange venue bookings, accommodation, transportation, catering, and event materials as required.
• Coordinate staff travel, including travel bookings and local transportation.
• Support logistical planning for program implementation activities at district and field levels.

Inventory & Material Distribution

• Coordinate procurement, storage, packaging, dispatch, and distribution of programme materials.
• Maintain inventory registers and stock records for program materials at the field office.
• Maintain fixed asset and non-fixed asset registers in accordance with organisational policies.
• Support periodic physical verification of inventory and assets.
• Coordinate with programme teams to obtain material distribution acknowledgements and supporting documentation as applicable.
• Ensure proper storage, movement, and record-keeping of program materials.

Program Implementation & Documentation Support

• Provide administrative and operational support for program implementation activities.
• Support data collection, data entry, verification, and database updates in organisational systems (including GSD or other designated platforms).
• Assist in data validation and periodic data cleaning to maintain accuracy.
• Extend support Program Field Coordinators and Programme Assistants during district, block, school, and community-level events, including documentation, photography, and other logistical assistance as required.
• Render support to the Program Field Coordinators/Program Assistants in rolling out community-level events and district/block/school-level workshops/meetings/events by documenting the meeting, clicking photographs, and any other support as required.
• Prepare, type, format, and maintain programme documents in English and Hindi, including managing electronic records, SharePoint folders, and file conversions as required.
• Prepare meeting minutes, maintain documentation, and follow up on agreed action points.
• Perform other administrative and documentation tasks assigned by the reporting manager.

Stakeholder Coordination & Relationships

• Coordinate closely with concerned Programme, Finance, Procurement, and Administration teams to ensure timely support for programme activities.
• Ensure effective liaison w Liaise with vendors, service providers, landlords, government offices, and other external stakeholders as required.
• Respond promptly to administrative requests from field teams while ensuring compliance with organisational policies.
• Maintain professional relationships with internal and external stakeholders to support efficient programme delivery.

Compliance & Reporting

• Ensure all procurement and administrative activities comply with organisational policies, donor requirements, and statutory regulations.
• Maintain complete documentation for procurement, inventory, payments, and office administration.
• Support internal and external audits by providing required records and documentation.
• Prepare periodic administrative and procurement reports as required.

Qualifications

Required

• Graduate in any discipline.
• 2-3 years of relevant experience in administration, procurement, logistics, or office management, preferably in the NGO, development, or social sector.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook)
• Willingness to travel frequently within the states.
• Ability to manage multiple tasks and meet deadlines.
• Self-motivated, flexible, and able to work without close supervision.
• Attention to detail.
• High standards of integrity, honesty, and professionalism.
• Strong negotiation skills.

Preferred

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