Position Overview

The Management Associate – Chairperson's Office serves as the organisation's principal administrative, operational, and financial anchor. The incumbent guarantees zero-slippage execution across daily office management, vendor contracts, 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 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.

2. End-to-End Invoicing

· 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.

3. 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.

4. 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.

5. Candidate Profile & Technical Qualifications

· Qualified 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 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: ₹30,000.00 - ₹35,000.00 per month

Work Location: Hybrid remote in Delhi, Delhi

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