Position Overview The Management Associate – Chairperson's Office serves as the principal administrative, operational, and financial anchor for the organisation. With expanded oversight for the BARS Magazine, the incumbent guarantees zero-slippage execution across daily office management, vendor contracts, statutory accounting compliance, strategic partner MoUs, and publication lifecycles.

1. Total Operations, Office Administration & HR Governance

· Daily Office Ownership: Manage complete operational administration of the New Delhi registered office, including facilities, utilities, asset registers, supply replenishment, and infrastructure uptime. · Vendor Management & Contracts: Lead vendor selection, quote evaluation, contract drafting, AMC tracking, and SLA enforcement across all service providers.

· Full-Cycle HR Administration: Oversee staff and intern onboarding, compliance documentation, monthly attendance tracking, payroll preparation, monthly payslip distribution, and full-and-final settlement clearances upon resignation.

1. End-to-End Invoicing, Cash Flows & Chartered Accountant (CA) Governance

· Billing & Invoicing Governance: Generate, issue, and systematically reconcile all outgoing organizational invoices for corporate sponsorships, magazine advertising slots, and listings; rigorously manage follow-ups on collections and receivables. · Payables & Expense Scrutiny: Verify all incoming vendor bills against agreed purchase orders/quotations before management sign-off; oversee petty cash and routine disbursement records.

· Financial Governance & Reporting:



Maintain real-time budget tracking spreadsheets across organizational programs, monitor monthly cash flows, and report financial summaries directly to the Chairperson.

· Auditing & Statutory Tax Compliance: Serve as the single institutional liaison to external Chartered Accountants (CAs) and legal advisors, compiling all source records for timely GST filings, TDS, income tax compliance, and NGO statutory returns.

1. Strategic Alliances, MoUs & CSR Outreach

· MoU Drafting & Execution: Draft, review, and track formal Memorandums of Understanding (MoUs) with government bodies, state transport departments, academic institutions, and corporate CSR arms. · CSR Pitch Proposals: Customize corporate grant pitch decks, draft concept notes, and compile post-intervention impact documentation for CSR committees and potential donors.

· Executive Follow-Through: Track action points from Chairperson meetings, draft high-stakes external correspondence, and maintain strategic partner contact registers.

1. Institutional Magazine Management (Editorial, Production & Distribution)

· Editorial Supervision: Liaise with authors/experts for contributions, conduct substantive editing, review tone, and perform mandatory plagiarism checks. · Page & Layout Control:



Strictly enforce specified page limits and word counts per issue; collaborate with the digital team for photo licensing, graphic assets, and typography.

· Commercial Advertisement Alignment: Finalize placement of corporate sponsor advertisements and coordinate artwork specs with partner marketing teams.

· Press & Dispatch Management: Oversee final dummy approvals with management, coordinate print runs with printing press vendors, supervise packaging, and ensure accurate physical dispatch and web/institutional listing.

· Records & Databases: Maintain meticulously updated databases of contributing authors, corporate advertisers, subscription sales, and related tax invoices.

1. Candidate Profile & Technical Qualifications

· Skilled Experience: 3 to 5 years in executive administration, project management, operations, or CXO/Chairperson office coordination (corporate or non-profit sector). · Administrative & Accounting Literacy: Demonstrated competence managing invoice generation, expense tracking, balance sheet fundamentals, and CA coordination.

· Publishing & Communications Acumen: Exceptional written and verbal English & Hindi communication skills; prior exposure to managing document layouts, editorial workflows, or corporate newsletters is highly desirable.

· Execution Discipline: High discretion, diplomatic poise, and proven capacity to juggle multiple deadlines, vendor negotiations, and executive mandates with minimal supervision.

Pay: ₹40,000.00 - ₹45,000.00 per month

Work Location: Hybrid remote in Delhi, Delhi

📌 Management Associate – Chairperson’s Office (Delhi)
🏢 BARS: Bharat Association of Road Safety Volunteers
📍 Delhi