Terms of Reference

Office Administrative Assistant

Position Summary

Reporting to the Director, HR & Operations, the Office Administrative Assistant will play a key role in ensuring the smooth day-to-day functioning of the office. The incumbent will serve as the first point of contact for visitors, oversee front office operations, coordinate administrative logistics, manage vendor relationships, support procurement activities, and provide operational assistance for meetings, events, and organizational activities.

Key Responsibilities

Front Office & Office Administration
- Manage the front desk and serve as the first point of contact for visitors, partners, consultants, and service providers.
- Handle incoming telephone calls, emails, and general inquiries, directing them to the appropriate staff members.
- Coordinate incoming and outgoing courier services, mail, and official correspondence.
- Maintain office filing systems (both physical and electronic) in accordance with organizational standards.
- Monitor office supplies, stationery, and consumables,



ensuring timely replenishment and maintaining inventory records.
- Support the overall upkeep of office facilities and coordinate with service providers for maintenance and repairs.

Vendor Management & Procurement
- Maintain an updated database of approved vendors, consultants, and service providers.
- Coordinate procurement processes in line with organizational policies, including obtaining quotations, preparing comparative bid analyses, and processing purchase requests.
- Coordinate with the Finance team to facilitate timely processing of vendor invoices and payments.
- Monitor vendor performance and maintain effective working relationships with external service providers.

Administrative & Operational Support
- Provide administrative and logistical support for meetings, workshops, conferences, and organizational events, including venue coordination, travel arrangements, accommodation bookings, and meeting logi

📌 Office Administrative Assistant (New Delhi)
🏢 The Asia Foundation
📍 New Delhi