– Office Associate1. Position Summary

Chhanv Foundation is seeking a dedicated, capable, self-motivated, and talented Office Associate to support the organization’s day-to-day office management, administrative operations, HR coordination, and project activities in Kolkata.

The ideal candidate should be a proactive self-starter and a trusted team member capable of supporting Chhanv Foundation’s vision and mission through effective administration, coordination, communication, and project support.

The Office Associate will play an important role in ensuring the smooth functioning of daily operations at the Kolkata location, coordinating with internal teams and external stakeholders, and supporting the organization’s ongoing programmes and initiatives.

1. Line of Reporting

The Office Associate will report to the Administrative Head and will work closely with the HR, Media, Administrative, Accounts, and Project teams. The position will also require regular coordination with the Chhanv Foundation team at other locations, including the Head Office and project locations.

1. Key ResponsibilitiesA. Human Resources & Office Administration

- Assist in general Human Resource operations, including recruitment and hiring coordination.
- Monitor and maintain internal HR systems, records, and databases.
- Assist in implementing and maintaining organizational policies and procedures.
- Respond to employees’ routine HR and administrative queries and coordinate with the concerned team when required.
- Maintain employee and office-related documentation and records.
- Support the day-to-day administration and smooth functioning of the Kolkata office/project location.

B. Stakeholder & Communication Coordination
- Ensure a professional and responsive level of service to donors, stakeholders, partner organizations, supporters, volunteers, and other associates.
- Assist in maintaining effective communication and coordination with donors, partners, and other stakeholders.
- Receive and respond to incoming calls, emails, and general office communications.
- Greet and assist visitors and guests.
- Draft and coordinate official letters, communications, notices, and other office-related correspondence.

C. Meetings, Events & Scheduling
- Coordinate appointments, meetings, and staff schedules.
- Maintain calendars and ensure timely communication of meetings and appointments.
- Coordinate online and offline events, meetings, workshops, and organizational activities in Kolkata.
- Assist with event logistics, including venue coordination, materials, team coordination, and on-ground support.
- Attend venues and project locations when required for organizing and coordinating events and activities.

D. Travel & Logistics
- Coordinate domestic and international travel arrangements for staff and organizational representatives.
- Assist with flight, hotel, local transportation, and car rental arrangements.
- Coordinate travel schedules and related documentation.




- Assist with travel-related reimbursements and coordination with the Accounts Department.

E. Procurement & Office Resources
- Assist in purchasing office supplies, equipment, digital tools, software, and other organizational requirements.
- Maintain appropriate stock levels and records of office supplies and equipment.
- Coordinate recurring payments and renewals for office-related services, software, subscriptions, and digital tools.
- Maintain proper documentation of purchases, invoices, and related records.

F. Accounts & Reimbursements
- Coordinate timely submission and processing of office-related reimbursements through the Accounts Department.
- Maintain supporting documents, bills, invoices, and records related to administrative expenses.
- Coordinate with the Accounts team regarding pending reimbursements and office payments.

G. Project & Programme Coordination
- Assist project managers and project teams with administrative and logistical requirements.
- Support effective coordination between different departments and project teams.
- Assist in ensuring that assigned projects and activities are executed effectively and within stipulated timelines.
- Follow up with relevant team members and stakeholders to ensure timely completion of assigned tasks.
- Maintain project-related documentation, schedules, reports, and records.
- Support the implementation and coordination of Chhanv Foundation’s programmes and activities in Kolkata.

H. Documentation, Reports & Content
- Prepare reports, correspondence, official letters, and other organizational documents.
- Assist in drafting contracts, agreements, proposals, and other administrative documents.
- Prepare presentations and management-level reports as required.
- Assist in developing basic content and communication material for organizational activities and projects.
- Maintain organized digital and physical records of important documents.

I. Education & Training – Sheroes Education and Skill Development Project
- Assist with training coordination under the Sheroes Education and Skill Development Project in Kolkata.
- Coordinate with trainers, participants, project teams, and other relevant stakeholders.
- Assist in maintaining training schedules, attendance records, documentation, and reports.
- Support the logistical and administrative requirements of training programmes.
- Assist in coordinating on-ground training activities at the project location.

1. Candidate Requirements

- Bachelor’s Degree from a recognized university.
- 2–3 years of relevant professional experience in office administration, HR coordination, project coordination, NGO/NPO operations, or a related field.
- Prior experience working with a non-profit organization,



social-sector organization, or development-sector organization will be highly preferred.
- Strong written and verbal communication skills.
- Positive interpersonal and coordination skills.
- Ability to communicate professionally with employees, donors, partners, stakeholders, vendors, and external organizations.
- Strong organizational and time-management skills.
- Ability to manage multiple responsibilities and deadlines simultaneously.
- Good knowledge of MS Office, including Word, Excel, and PowerPoint.
- Familiarity with databases, online communication platforms, digital tools, and information-management systems.
- Experience in preparing reports, presentations, official correspondence, and other organizational documents.
- Experience in content creation or communication-related work will be an advantage.
- Ability to work independently as well as collaboratively with different teams.
- Adaptable and flexible to changing circumstances and organizational requirements.
- Willingness to work flexible hours when required for events, project activities, meetings, or coordination with colleagues and stakeholders in different locations and time zones.
- Willingness to travel locally or outside Kolkata whenever required for organizational or project-related work.

1. Work Location

Position: Office Associate Location: Kolkata, West Bengal The selected candidate will be primarily based in Kolkata and will be responsible for supporting Chhanv Foundation’s office, project, administrative, and programme-related activities in the city.

The candidate may also be required to travel to other Chhanv Foundation project locations, event venues, partner locations, or other locations as required by the organization.

1. Application Process

Interested candidates are requested to send their updated CV along with a cover letter to: Email: [email protected]

Suitable candidates will be shortlisted based on their qualifications and experience.

The selection process may include an initial interview through digital platforms, followed by a final in-person round. Details regarding the final interview venue and schedule will be communicated to shortlisted candidates.

1. Interview

Shortlisted candidates will be informed about the interview schedule through email or telephone.

About Chhanv Foundation

Chhanv Foundation (CNF) is a non-profit organization working in the areas of Rehabilitation, Education, Legal Assistance, Employment, and Social Justice.

The organization works towards supporting and empowering survivors and communities through rehabilitation programmes, education and skill development, livelihood opportunities, legal assistance, and social-impact initiatives.

Chhanv Foundation is registered under Section 80G(5)(vi) of the Income Tax Act, 1961.

Website: www.chhanv.org

Email: [email protected]

Chhanv Foundation – Head Office:

D-45, Sector 48, Noida, Uttar Pradesh – 201301

Pay: ₹20,000.00 - ₹25,000.00 per month

Work Location: In person

📌 Office Associate (Kolkata)
🏢 Chhanv Foundation
📍 Kolkata