About KSWS

Katakhali Swapnopuron Welfare Society (KSWS) is a grassroots organisation working in the Sundarbans of West Bengal to strengthen education, livelihoods, and community development. Through its programmes and schools, KSWS works with children, families, women, and communities in underserved and climate-vulnerable areas.

As KSWS grows, the organisation is strengthening its internal systems, financial processes, programme coordination, and institutional capacity. This role will play a central part in ensuring that the organisation's day-to-day operations are productive, accountable, and well-coordinated.

Role Purpose The Operations & Administration Manager will oversee the day-to-day functioning of the Kolkata head office and strengthen organisational systems across administration, finance coordination, compliance, programme tracking, people management, and institutional processes. The role will ensure that information, payments, documentation, procurement, banking, reporting, and cross-team workflows are organised and timely.

The position will also coordinate interns, volunteers, and corporate employee engagement, and maintain consolidated tracking of key operational and sustainability indicators across KSWS programmes.

This is a hands-on coordination and systems role requiring strong ownership, attention to detail, financial discipline, and the ability to work across multiple teams.

Key Responsibilities

1. Office Administration & Day-to-Day Operations

- Oversee the smooth day-to-day functioning of the KSWS Kolkata office.
- Manage office requirements including supplies, utilities, maintenance, vendors, documentation, and general administration.
- Maintain office records, registers, trackers, and administrative documentation.
- Coordinate internal meetings, schedules, logistics, and follow-ups.
- Ensure that office systems, equipment, and resources are maintained and available when required.
- Coordinate with vendors and service providers and ensure timely completion of requirements.
- Identify operational gaps and implement practical improvements.

2. Organisational Systems & Process Strengthening

- Review existing administrative and operational systems and identify gaps.
- Develop and maintain SOPs, workflows, checklists, and trackers for key organisational processes.
- Strengthen cross-departmental coordination between programmes, finance, fundraising, communications, HR, and field teams.
- Digitise manual systems wherever appropriate.
- Ensure staff follow agreed organisational processes and documentation standards.
- Maintain a central repository of key organisational documents.
- Conduct periodic reviews of systems and follow up on corrective actions.

3. Financial & Administrative Tracking

- The role will work closely with the finance function to ensure strong financial tracking and administrative coordination.
- Maintain and monitor organisational budgets and expenditure trackers.
- Track programme-wise and activity-wise expenditure against approved budgets.
- Monitor budget utilisation and flag significant variances to management.
- Maintain payment trackers and ensure timely follow-up on pending payments.
- Coordinate documentation required for staff, vendor, programme, and other organisational payments.
- Maintain records of invoices, bills, approvals, and supporting documents.
- Track advances, reimbursements, and settlements.
- Prepare periodic financial summaries for management review.
- Support internal controls and identify discrepancies or gaps requiring corrective action.
- Ensure financial documentation is organised and readily available for audits, donor requirements, and management review.
- The role will coordinate and track financial processes but will not replace the organisation's designated finance/accounting function.

4. Banking & Statutory/ Institutional Coordination

- Handle routine bank-related work on behalf of KSWS as authorised.
- Coordinate cheque deposits, bank documentation, account-related submissions, and other routine banking requirements.




- Maintain records of banking activities and follow up on pending transactions.
- Coordinate with the organisation's accountant, auditor, legal/financial advisors, banks, and other external professionals as required.
- Maintain a calendar of key statutory, regulatory, renewal, and institutional deadlines.
- Ensure required organisational documents are available and updated.
- Support preparation and submission of documentation required for audits, due diligence, registrations, renewals, and donor requirements.

5. Programme Sustainability & Organisational Tracking

- The Operations & Administration Manager will maintain a consolidated organisational view of key programme-level operational and sustainability indicators.
- This will include:
- Maintaining programme-wise budgets and expenditure tracking.
- Tracking programme resource requirements and operational gaps.
- Consolidating key sustainability indicators across programmes.
- Tracking programme-level resource utilisation and pending requirements.
- Maintaining a central dashboard of operational, financial, infrastructure, and sustainability indicators.
- Flagging emerging risks, funding gaps, operational bottlenecks, or resource requirements to leadership.
- Coordinating with Programme Managers to ensure timely submission of required information.
- Supporting leadership in reviewing programme sustainability and resource allocation.
- This may include indicators relating to programme costs, funding status, infrastructure requirements, resource utilisation, beneficiaries reached, operational requirements, and other programme-specific sustainability indicators.
- 6. Proposal & Donor Support
- The role will not be responsible for independently writing fundraising proposals.
- Instead, the Operations & Administration Manager will:
- Provide accurate organisational, financial, and operational information required for proposals.
- Coordinate with programme and finance teams to collect required inputs.
- Maintain updated organisational data, budgets, programme statistics, and supporting documentation.
- Support development of budgets and financial sections of proposals when required.
- Ensure requested information is available within agreed timelines.
- Maintain a central repository of proposal-related organisational information and supporting documents.

7. CSR Employee Engagement

- The role will support KSWS in coordinating corporate employee engagement and volunteering opportunities, in collaboration with the fundraising and programme teams.
- Responsibilities include:
- Coordinate corporate employee volunteering activities at KSWS schools and programmes.
- Support planning of employee visits, volunteering days, donation drives, skill-based volunteering, and other engagement activities.
- Coordinate logistics, schedules, materials, permissions, and internal teams.
- Maintain records of corporate volunteers and engagement activities.
- Track employee participation, volunteer hours, resources mobilised, and outcomes.
- Ensure corporate volunteers receive appropriate orientation and information.
- Prepare post-engagement documentation and impact summaries where required.
- Identify operational opportunities for meaningful employee engagement across KSWS programmes.

8.Procurement, Assets & Vendor Management

- Coordinate organisational procurement requirements.
- Obtain quotations and maintain procurement documentation where required.
- Maintain vendor records and track vendor performance.
- Monitor inventory of office supplies and organisational assets.
- Maintain an updated asset register.
- Track maintenance and repair requirements.
- Ensure procurement is timely,



documented, and within approved budgets.
- Identify opportunities for cost efficiency and responsible resource use.

9. Sustainability & Resource Efficiency

- Support KSWS in strengthening environmentally responsible and resource-efficient practices across the organisation.
- Track relevant sustainability indicators across programmes and the head office.
- Monitor initiatives relating to waste management, energy use, water use, responsible procurement, and resource efficiency.
- Maintain programme-level sustainability trackers.
- Identify opportunities to reduce operational costs and resource wastage.
- Coordinate with programme teams to document sustainability initiatives and outcomes.
- Consolidate sustainability information for management and donor reporting where relevant.

10. Documentation, MIS & Reporting

- Maintain accurate and up-to-date organisational trackers and databases.
- Develop dashboards and reporting formats for management review.
- Prepare monthly operational summaries.
- Track pending actions across departments and follow up for closure.
- Maintain records of meetings, decisions, approvals, and action points where required.
- Ensure organisational information is organised, accessible, and regularly updated.
- Support preparation of internal and external reports with accurate operational and financial information.

11. Team Coordination & Capacity Building

- Support staff in understanding and following organisational systems and processes.
- Conduct orientation on administrative processes, documentation, payment procedures, and organisational protocols.
- Encourage a culture of accountability, timely reporting, and documentation.
- Identify recurring process gaps and recommend solutions.
- Support leadership in strengthening organisational capacity and internal systems.

Key Skills & Competencies

- Strong organisational, administrative, and coordination skills.
- Financial tracking and documentation discipline.
- Systems thinking and process improvement.
- Strong Excel/Google Sheets and MIS skills.
- Ability to coordinate across multiple teams and stakeholders.
- Strong follow-through, attention to detail, and problem-solving ability.
- Ability to manage interns, volunteers, vendors, and external stakeholders.
- Understanding of NGO operations, compliance, and donor requirements is an advantage.
- Commitment to transparency, accountability, and responsible resource management.
- Qualifications & Experience
- Essential
- Graduate degree in Management, Commerce, Finance, Administration, Social Sciences, or a related field.
- 4-5 years of relevant experience in operations, administration, finance coordination, project management, or organisational management.
- Experience managing multiple functions and coordinating across teams.
- Strong proficiency in MS Office and digital documentation systems.

Preferred

- Experience working with an NGO, CSR organisation, social enterprise, or development organisation.
- Experience with financial tracking, compliance coordination, procurement, or institutional administration.
- Experience coordinating volunteers, interns, or corporate engagement.
- Familiarity with NGO statutory and donor compliance requirements.
- Experience working in a growing or grassroots organisation.

What Success Looks Like

- The Operations & Administration Manager will be successful when:
- The Kolkata office functions smoothly with minimal operational gaps.
- Administrative and financial information is accurate, organised, and available on time.
- Payments, banking, procurement, and documentation are tracked systematically.
- Leadership has a clear view of programme finances, operational requirements, and sustainability.
- Cross-functional processes are documented and followed.
- Corporate employee engagement and volunteer programmes are well coordinated.
- Interns and volunteers have a structured and productive engagement experience.
- KSWS's internal systems become increasingly efficient, digital, transparent, and accountable.

📌 Administrative Manager (Kolkata)
🏢 Swapnopuron Welfare Society
📍 Kolkata