Assistant, Administration (Jharkhand)

Room To Read; Ranchi; On-site; INR 400,000 - 600,000; Full time

Job summary

Room To Read in India is seeking an experienced administrator to manage procurement, vendor coordination, and office facilities across state offices. The role includes maintaining vendor records, ensuring timely contract renewals, and coordinating logistics for trainings and events.

You will oversee day-to-day office operations, manage inventory and assets, and support program implementation with documentation in English and Hindi.

Qualifications

• Graduate in any discipline.
• 23 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.

Responsibilities

• Support end-to-end procurement process per organizational policies.
• Identify vendors, obtain quotations, prepare comparative statements, and coordinate reviews.
• Maintain vendor database and procurement documentation.
• Monitor contract expiry dates and renewals.
• Coordinate with vendors to ensure timely delivery of goods and services.
• Maintain procurement records and documents for audit and compliance.
• Oversee office upkeep, payments of utilities, and general facilities management.
• Coordinate logistics for trainings, workshops, and program events.
• Manage inventory, assets, and distribution of program materials.
• Provide admin support for program implementation and data collection in systems.
• Coordinate with program teams to ensure timely operational support and documentation.

Skills

MS Office

Willingness to travel

Multitasking

Self-motivation

Attention to detail

Integrity

Negotiation skills

Education

Graduate in any discipline

Job description

Role & responsibilities:

Procurement & Vendor Management:

• Support the end-to-end procurement process in accordance with organizational 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 organizational 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 program 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 organizational policies.
• Support periodic physical verification of inventory and assets.
• Coordinate with program 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 organizational systems (including GSD or other designated platforms).
• Assist in data validation and periodic data cleaning to maintain accuracy.
• Extend support Program Field Coordinators and Program 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 program 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 Program, Finance, Procurement, and Administration teams to ensure timely support for program 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 organizational policies.
• Maintain professional relationships with internal and external stakeholders to support efficient program delivery.

Compliance & Reporting:

• Ensure all procurement and administrative activities comply with organizational 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.

Preferred candidate profile

Required:

• Graduate in any discipline.
• 23 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.