Assistant Administration - Jharkhand - For leading Development Sector

SPC Management; Deoghar; On-site; INR 250,000 - 420,000; Full time

Job summary

SPC Management invites applications for the Assistant, Administration role based in Jharkhand. The position supports daily office administration, procurement, logistics, and program documentation, with reporting to the Program Officer/District Lead.

Travel within states may be required. The candidate should have a graduate degree, 2–3 years of relevant experience in administration or procurement, proficiency in MS Office, and strong organizational and communication skills to manage multiple

Qualifications

• Graduate degree required.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Willingness to travel within states.
• Ability to manage multiple tasks and meet deadlines.
• Strong attention to detail and organizational skills.
• Strong negotiation and interpersonal skills.
• Team-oriented with good communication.

Responsibilities

• Support end-to-end procurement in line with policies and procedures.
• Identify vendors, obtain quotations, prepare comparisons, and maintain records.
• Maintain vendor database and procurement documentation.
• Monitor contract expiries and coordinate renewals or new contracts.
• Coordinate with vendors for timely delivery and invoice payments.
• Maintain procurement records, stock, and audit documentation.
• Provide admin support for program implementation and documentation.
• Coordinate logistics for trainings, meetings, and events.
• Maintain inventory registers and asset records, and support asset verification.

Skills

Graduate degree

MS Office

Willingness to travel

Multi-tasking

Attention to detail

Negotiation skills

Team player

Education

Graduate degree

Job description

Designation: Assistant, Administration

No of Positions: 06

Location: Jharkhand

Company Profile: established in 2003 and presently has programs in twelve states Bihar, Chhattisgarh, Delhi, Himachal Pradesh, Jharkhand, Karnataka, Madhya Pradesh, Maharashtra, Rajasthan, Telangana, Uttarakhand, and Uttar Pradesh. An organization transforming the lives of millions of children by focusing on literacy and gender equality in education.

Position Overview: 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 to 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.