Associate-Administration

The Hans Foundation (THF); Rewari; On-site; INR 250,000 - 360,000; Full time

Job summary

The Hans Foundation (THF) invites applications for the Associate - Administration position in Rewari, Haryana. The role focuses on managing office administration, procurement processes, vendor relations, record keeping, and cost-effective purchasing to support program delivery.

The candidate should have 1-2 years of NGO administration experience, be proficient in MS Word and Excel, and work well in a collaborative environment. A Bachelor's degree is required, with a master’s preferred.

Qualifications

• 1-2 years of experience in administration profile is must.
• Experience having in NGO will be preferred.
• Efficient in handling admin office work and computer proficiency (particularly in Microsoft Word and Excel).
• Must be comfortable in a highly collaborative, consensus-oriented environment.

Responsibilities

• Oversee and manage administrative functions including office supplies, equipment maintenance, and facility management.
• Monitor and manage office budgets, expenses, and financial transactions.
• Ensure compliance with regulatory requirements and company policies in all administrative activities.
• Implement and maintain office policies and procedures to promote a productive and supportive work environment.
• Serve as a liaison between management, staff, and external stakeholders, facilitating communication and collaboration.
• Coordinate travel itineraries, transportation, and accommodation arrangements for employees, ensuring cost-effectiveness and adherence to company travel policies.
• Develop and implement procurement strategies to streamline purchasing processes and reduce costs.
• Maintain the record of THF assets in office and Anganwadi Centres.
• Ensure compliance with company policies, regulations, and ethical standards in all procurement activities.
• Analyze purchasing trends, supplier performance, and market conditions to identify opportunities for process improvement and cost savings.
• Maintain accurate records of purchases, contracts, and vendor agreements.
• Collaborate with other departments to assess their procurement needs and provide effective solutions.
• Monitor inventory levels and coordinate with vendors to maintain optimal stock levels.
• Resolve any issues or disputes with vendors or internal stakeholders promptly and effectively.
• Continuously evaluate and optimize procurement processes to enhance efficiency and effectiveness.
• Any other task assigned by the supervisor.

Skills

Administrative tasks

Procurement

Vendor relationships

Communication

Education

Bachelor's degree

Master's degree preferred

Tools

Microsoft Word

Microsoft Excel

Job description

BACKGROUND

Over its 15 years of existence, THF has reached more than 57 million beneficiaries through its programs. THF works with communities through direct implementation of projects on the ground in addition to providing local management and monitoring support to not-for-profit organizations in India funded through THF USA and RIST.

GENERAL

Location of Job: Rewari, Haryana

Type of Employment: Contractual for 1-year, renewable basis project requirements

No. of Position: 1

Reporting to: Deputy Manager-Programme/ Assistant Manager - Administration.

1. JOB PURPOSE

We are seeking a highly skilled and experienced individual to fill the role of The Associate -Administration. The Individual would be mainly responsible for administrative tasks and procurement processes, ensuring seamless operations and timely acquisition of resources. Supporting organizational goals by maintaining accurate records, optimizing vendor relationships, and facilitating cost-effective purchasing decisions.

2. KEY ACCOUNTABILITIES

• 
  
  
  
  • Oversee and manage administrative functions including office supplies, equipment maintenance, and facility management.
  
  
  • Monitor and manage office budgets, expenses, and financial transactions.
  
  
  • Ensure compliance with regulatory requirements and company policies in all administrative activities.
  
  
  • Implement and maintain office policies and procedures to promote a productive and supportive work environment.
  
  
  • Serve as a liaison between management, staff, and external stakeholders, facilitating communication and collaboration.
  
  
  • Coordinate travel itineraries, transportation, and accommodation arrangements for employees, ensuring cost-effectiveness and adherence to company travel policies.
  
  
  • Develop and implement procurement strategies to streamline purchasing processes and reduce costs.
  
  
  • Maintain the record of THF assets in office and Anganwadi Centres.
  
  
  • Ensure compliance with company policies, regulations, and ethical standards in all procurement activities.
  
  
  • Analyze purchasing trends, supplier performance, and market conditions to identify opportunities for process improvement and cost savings.
  
  
  • Maintain accurate records of purchases, contracts, and vendor agreements.
  
  
  • Collaborate with other departments to assess their procurement needs and provide effective solutions.
  
  
  • Monitor inventory levels and coordinate with vendors to maintain optimal stock levels.
  
  
  • Resolve any issues or disputes with vendors or internal stakeholders promptly and effectively.
  
  
  • Continuously evaluate and optimize procurement processes to enhance efficiency and effectiveness.
  
  
  • Any other task assigned by the supervisor.
  
  
  
  

3. OTHER INDICATIVE REQUIREMENTS

Educational Qualifications

• 
  
  
  
  • Bachelors degree in any field required.
  
  
  • Preference will be given to candidates with a master s degree in administration /Procurement or related field.
  
  
  
  

Functional / Technical Skills and Relevant Experience & Other requirements (Behavioral, Language, Certifications etc.)

1-2 years of experience in administration profile is must. Experience having in NGO will be preferred.

Efficient in handling admin office work and computer proficiency (particularly in Microsoft Word and Excel).

Must be comfortable in a highly collaborative, consensus-oriented environment.

THF is an equal opportunity employer that encourages women, people with disabilities and those from economically and socially excluded communities with the requisite skills and qualifications to apply for positions. We do not discriminate in employment based on caste, creed, religion, sex, sexual orientation, marital status, disability, or any other such matter.