Position Title: Administrative Executive

Location: Hyderabad

Employment Type: Long term Contract

Team: Integrated Field Solutions (IFS)

Position Purpose The Administrative Support IFS role will provide comprehensive administrative and operational support to the Integrated Field Solutions (IFS) team, ensuring efficient execution of financial, procurement, travel, meeting, recruitment, and contractual administration activities.

The position will serve as a key coordination interface between IFS, Finance, Procurement, Tax, HR, external vendors, universities, and other internal and external stakeholders. The role requires strong attention to detail, effective follow-up, process discipline, and the ability to manage multiple activities within defined timelines.

Key Responsibilities

1. Registration, Study & Sponsorship Payment Coordination

- Coordinate end-to-end processing of university registration, study-related, and sponsorship payments.
- Liaise with Finance, Procurement, Tax, and other relevant stakeholders to ensure timely processing and resolution of payment-related issues.
- Maintain appropriate records and documentation for payment requests and transactions.
- Follow up on pending payments and proactively highlight delays or process bottlenecks.

1. Budget & Financial Tracking

- Track payments, commitments, and expenditures against approved IFS budgets.
- Maintain accurate trackers and provide periodic updates on budget utilization.
- Highlight potential budget gaps, deviations, or upcoming financial requirements to relevant stakeholders.
- Support reconciliation of planned versus actual expenditure.

1. Purchase Requisition Management

- Create and submit purchase requisitions in accordance with established company processes.
- Coordinate with relevant stakeholders to ensure timely approval and processing.
- Track purchase requisitions through the procurement cycle and follow-up on pending actions.
- Maintain appropriate documentation and records.

1. Vendor Management

- Coordinate creation and maintenance of vendor codes and related master-data requirements.
- Liaise with Procurement,



Finance & Vendors to resolve documentation/data-related issues.
- Ensure vendor-related information and supporting documentation are maintained accurately and in accordance with company requirements.

1. Meeting, Training & Travel Support

- Coordinate meetings, workshops, training programs, and other IFS events.
- Manage conference room bookings and related meeting logistics.
- Support visa documentation and travel-related requirements for domestic and international visitors and colleagues.
- Coordinate hotel bookings, transportation, flight arrangements, and other travel logistics.
- Ensure timely coordination and follow-up with internal and external stakeholders.

1. Field Scientist Expense Management

- Validate and track Field Scientists travel and expense reports for completeness and compliance with applicable processes.
- Coordinate submission, approval, and payment processing of expense claims.
- Follow up on pending or rejected claims and facilitate timely resolution.
- Maintain appropriate records and trackers for expense-related activities.

1. Recruitment & Onboarding Support

- Coordinate interview schedules and logistics for prospective candidates.
- Liaise with candidates, interviewers, HR, IT and other stakeholders to facilitate a smooth recruitment process.
- Provide administrative support for onboarding new hires, including coordination of documentation, meetings, travel, and other logistical requirements.
- Maintain appropriate recruitment and onboarding trackers.

1. Contractual Associate Administration

- Maintain an updated database of contractual associates supporting IFS activities.
- Track contractual associate-related documentation, travel, and expense requirements.




- Coordinate processing and follow-up of travel expense reports and related administrative activities.
- Support periodic reporting and provide relevant information to IFS leadership

Key Stakeholders: The role will work closely with:

- IFS Leadership and Field Scientists
- Finance/Procurement/Tax
- Human Resources
- University and research partners
- External vendors and service providers
- Contractual associates

Required Skills & Competencies

- Strong administrative and organizational skills with the ability to manage multiple priorities.
- Excellent coordination, follow-up, and stakeholder management capabilities.
- Strong attention to detail and commitment to process compliance.
- Good understanding of financial, procurement, and administrative processes.
- Proficiency in Microsoft Office, particularly Excel, Outlook, and PowerPoint.
- Ability to maintain accurate trackers, databases, and documentation.
- Positive written and verbal communication skills.
- Ability to work independently while collaborating effectively across functions.
- Strong sense of ownership, urgency, and accountability.
- Ability to handle confidential information with appropriate discretion.

Preferred Qualifications & Experience

- Graduate degree in any relevant discipline.
- 3 to 5 years of relevant experience in administrative coordination, business operations, finance/procurement support, or a similar role.
- Experience supporting a corporate would be an advantage.
- Prior experience with ERP/procurement systems and SAP platforms would be preferred.

Key Success Factors

- Agile and accurate execution of administrative and payment-related activities.
- Devising regular and effective tracking and follow-up mechanism
- Strong coordination and cross functional collaboration to ensure seamless arrangement of meetings, travel, recruitment, and onboarding activities.
- Strong stakeholder responsiveness and service orientation.
- High level of accuracy, compliance, and documentation discipline.
- Ability to anticipate administrative requirements and proactively address potential delays

📌 Administrative Executive (Contract) (Hyderabad)
🏢 Corteva
📍 Hyderabad