Call for Application: Admin and Operations Associate

MANT (Manbhum Ananda Ashram Nityananda Trust); Kolkata District; On-site; INR 334,800 - 558,000; Full time

Job summary

MANT (Manbhum Ananda Ashram Nityananda Trust) is looking for a proactive Admin and Operations Associate at our Head Office in Kolkata. This role is essential for maintaining smooth operations across departments, ensuring compliance, and supporting administrative tasks. The ideal candidate will have a postgraduate degree, at least 2 years of relevant experience, and strong skills in coordination and communication.

Key responsibilities include managing travel logistics, vendor contracts, and maintaining operational policies. Proficiency in English and Bengali is required, along with excellent organizational abilities.

Qualifications

• Minimum of 2 years of experience in administration or operations.
• Experience in the NGO sector preferred.
• Proficient in English and Bengali.

Responsibilities

• Support organizational operations and coordination.
• Manage travel arrangements and vendor contracts.
• Maintain HR and compliance documentation.

Skills

Coordination skills

Communication skills

Organizational abilities

Interpersonal skills

Education

Postgraduate degree in any discipline

Tools

Spreadsheets

Office software

Databases

Job description

Call for Application: Admin and Operations Associate

Join Our Team

We are looking for a proactive and people-oriented Admin and Operations Associate to support the day-to-day operations of our organization and ensure seamless coordination across departments and project sites.

• Position: Admin and Operations Associate
• Number of Vacancies: 1
• Location: MANT Head Office, Kolkata
• Reporting To: Director, Administration
• Travel Requirement: Occasional travel to project sites
• Remuneration: Commensurate with qualifications and experience

Role Summary

The Admin and Operations Associate will work closely with programme and finance teams to support organizational operations. The role involves cross-departmental coordination, vendor management, compliance tracking, travel arrangements, administrative support, and maintaining operational efficiency across the organization.

Key Responsibilities

Appointments and Renewals

• Schedule meetings with donors, partners, and internal teams.
• Track renewals of MOUs, vendor contracts, FCRA compliance, and AMC agreements.
• Coordinate with programme and finance teams to ensure timely approvals and documentation.

Leave and Attendance

• Support staff with leave management processes.
• Maintain attendance records and prepare monthly payroll-related attendance reports.
• Coordinate with project teams to verify attendance of field staff.

Policy and SOP Management

• Maintain updated HR, Admin, and Child Protection policies.
• Circulate new SOPs and collect staff acknowledgements.
• Gather operational feedback from project teams and share with management.

Travel Coordination

• Arrange travel, accommodation, and local transportation for staff, volunteers, and visitors.
• Ensure travel arrangements comply with project budgets and organizational policies.
• Coordinate logistics with finance and programme teams.
• Collect KYC and compliance documents from vendors.
• Maintain and update vendor databases.
• Coordinate with programme teams regarding vendor performance and service quality.

Purchase Support

• Process approved purchase requests.
• Coordinate quotations, procurement, and delivery with vendors.Track dispatch and receipt of materials at project sites.

Bills and Settlements

• Verify bills, vouchers, and expense claims.
• Coordinate approvals and submission to finance.
• Follow up on vendor and staff payment-related queries.

Compliance and Certification

• Support maintenance of MANT’s Social Stock Exchange registration.
• Assist in periodic disclosures and annual impact reporting.
• Maintain ISO 9001:2015 quality documentation.
• Support internal audits, surveillance audits, corrective actions, and certification renewals.

What Makes This Role Successful?

• Ability to build positive relationships with staff, donors, vendors, and partners.
• Strong coordination and communication skills.
• Excellent organizational abilities and attention to deadlines.
• Capacity to manage multiple priorities in a dynamic environment.

Requirements

• Postgraduate degree in any discipline.
• Minimum 2 years of experience in administration, operations, or programme support.
• NGO sector experience preferred.
• Proficiency in spreadsheets, documents, email, and common office software.
• Familiarity with databases and basic social media platforms.
• Good written and verbal communication skills in English and Bengali.
• Willingness to travel occasionally to project sites.
• Understanding of the development sector and NGO work culture.
• Strong sense of ownership and attention to compliance.
• Excellent interpersonal and teamwork skills.
• Ability to manage multiple responsibilities efficiently.

Work Schedule

• Monday to Friday: 10:00 AM – 6:00 PM (Office-based)
• Saturday: Work from Home
• Travel: Occasional project-site visits as required

MANT is an equal opportunity employer. Women and candidates from local and tribal communities are strongly encouraged to apply.