Office Assistant

The Hans Foundation; Hinoba-an; On-site; PHP 119,000 - 185,000; Full time

Job summary

The Hans Foundation invites applications for an Office Assistant in Almora & Dehraun (Uttarakhand) on a contractual basis for 1 year, renewable by performance. The role supports admin, MIS data entry, beneficiary registration, and document management across project offices.

The ideal candidate has a graduate degree, strong computer skills (MS Word, Excel, PowerPoint), and the ability to coordinate with field teams, trainers and beneficiaries in a rural development setting.

Qualifications

• Graduate in any discipline.
• Diploma/certificate in Computer Applications, Office Administration, Data Management preferred.
• Experience in NGO/CSR/skill development programmes preferred.

Responsibilities

• Support Centre Manager in day-to-day administrative activities.
• Maintain office files, registers, records and correspondence.
• Manage beneficiary registration and enrollment processes; maintain profiles.
• Undertake data entry in programme MIS and maintain databases.
• Coordinate meetings, trainings, workshops and other centre activities.
• Assist in documentation, reports and programme communications.

Skills

Graduate skills

Computer skills

MS Word

Excel

PowerPoint

Google Workspace

Communication

Education

Bachelor's degree

Diploma/Certificate in Computer Applications

Diploma/Certificate in Office Administration

Data Management

Tools

MS Word

Excel

PowerPoint

Google Workspace

Job description

The Hans Foundation (THF), established in 2009, is a Public Charitable Trust that works towards creating an equitable society to enhance quality of life for all through the empowerment of marginalized and underprivileged communities in India. The Hans Foundation works for the Health and Wellbeing of remote and under-served groups, with an additional focus on children, persons with disabilities and women. THF also works for holistic Education and Livelihood development of our communities. Our Two-Fold Strategy involves identifying and working within Aspirational Districts and high poverty index in the North, North-East and East regions within specific states, as well as catering to lower-income and migratory populations in cities, through urban programs.

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 organisations in India funded through THF USA and RIST.

GENERAL

Location of Job: Almora & Dehraun (Uttarakhand)

Type of Employment: Contractual for 1 year, renewable basis performance

No. of Position: 1

1. JOB PURPOSE

The Office Assistant is one of the persons who manage office responsibilities. They have an important role in ensuring that THF’s project offices in different districts. The Office Assistant will report to district-placed administration authorities

2. Key Responsibilities

A. Office Administration

• Support the Centre Manager in day-to-day administrative activities.
• Maintain office files, registers, records and correspondence.
• Ensure proper maintenance and organization of centre documents and records.
• Support scheduling of meetings, training sessions, workshops and other centre activities.
• Maintain office supplies, stationery and other administrative requirements.
• Support basic procurement and related documentation as per organizational procedures.

B. Beneficiary & Training Support

• Support beneficiary registration and enrolment processes.
• Maintain beneficiary profiles and required supporting documents.
• Maintain participant attendance and training records.
• Coordinate with trainers and participants regarding training schedules.
• Support preparation of training materials, attendance sheets, certificates and other programme documents.
• Assist in workshops, orientation sessions, exposure visits and community events.

C. MIS & Data Management

• Undertake timely and accurate data entry in programme MIS and digital platforms.
• Maintain centre-level beneficiary, training and enterprise-related databases.
• Verify data and supporting documents before submission.
• Prepare basic data summaries, lists and reports as required.
• Maintain both digital and physical records in an organized manner.
• Support data compilation for monthly and quarterly programme reports.

D. Communication & Coordination

• Coordinate routine communication with beneficiaries, trainers, field teams and other stakeholders.
• Make calls and follow up with beneficiaries regarding training schedules and programme activities.
• Support preparation of official letters, notices, meeting minutes and other correspondence.
• Assist the Centre Manager in coordinating meetings, events and other centre activities.

E. Documentation & Reporting

• Maintain photographs, attendance records, beneficiary forms, training records and other programme documentation.
• Support preparation of monthly activity reports.
• Assist in compiling case studies, success stories and beneficiary testimonials.
• Ensure records are readily available for monitoring visits, audits and programme reviews.
• Support maintenance of basic expenditure and administrative records.
• Assist with bills, vouchers, supporting documents and petty cash documentation, as applicable.
• Maintain inventory and stock records of office and training materials.
• Ensure documents are properly filed and maintained as per organizational requirements.

3. Required Qualifications

• Graduate in any discipline from a recognized university/institution.
• Candidates with a diploma/certificate in Computer Applications, Office Administration, Data Management or a related field will be preferred.
• Candidates with relevant experience in NGO, CSR, skill development, livelihood or community development programmes will be preferred.

4. Required Experience

• 1–3 years of relevant experience in office administration, data entry, MIS, documentation or programme support.
• Fresh graduates with strong computer skills and relevant internship/volunteer experience may also be considered.
• Experience in maintaining beneficiary or training databases will be an advantage.
• Experience working in rural/development programmes will be preferred.
• Good administrative and organizational skills.
• Strong data entry and record management skills.
• Proficiency in MS Word, Excel and PowerPoint.
• Basic knowledge of Google Workspace and digital platforms.
• Good written and verbal communication skills.
• Strong attention to detail and accuracy.
• Good filing and documentation skills.
• Ability to coordinate effectively with multiple stakeholders.
• Basic reporting skills.
• Ability to work independently in a field-based/rural environment.

6. Language Requirements

• English: Basic to working proficiency
• Knowledge of the local language/dialect will be an advantage.

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 on the basis of caste, creed, religion, sex, sexual orientation, marital status, disability, or any other such matter.