Role & responsibilities:

Procurement & Vendor Management:

- Support the end-to-end procurement process in accordance with organizational procurement policies and procedures.
- Identify vendors, obtain quotations, prepare comparative statements, coordinate reviews, obtain approvals, and maintain procurement documentation.
- Maintain the vendor database and procurement documentation.
- Monitor contract expiry dates and coordinate timely renewal or execution of new contracts.
- Coordinate with vendors to ensure timely delivery of goods and services. Verify vendor invoices, submit them to Finance on time, and follow up until payment is completed.

- Maintain procurement records, agreements, purchase orders, and supporting documents for audit and compliance purposes.

Office Administration & Facilities Management

- Responsible for the overall upkeep and day-to-day administration of the office.
- Ensure timely payment of field office rent, electricity, water, internet, and other utility bills, and maintain proper records of the same.

- Oversee the general upkeep and maintenance of the office premises, furniture, fixtures, and equipment, and coordinate timely repairs and servicing as required.
- Coordinate with the landlord, service providers, and utility vendors for uninterrupted office services and address any related issues promptly.
- Maintain adequate stock of office stationery, pantry items, housekeeping materials, and other office supplies.

- Raise procurement requests for routine office requirements.
- Ensure office safety, cleanliness, security, and compliance with organizational administrative standards.
- Manage and monitor Annual Maintenance Contracts (AMCs) for office facilities and equipment, ensuring timely renewals, preventive maintenance, and uninterrupted service delivery.

Logistics, Events & Travel

- Coordinate logistics arrangements for trainings, workshops, meetings, and program events.
- Arrange venue bookings, accommodation, transportation, catering, and event materials as required.

- Coordinate staff travel, including travel bookings and local transportation.




- Support logistical planning for program implementation activities at district and field levels.

Inventory & Material Distribution:

- Coordinate procurement, storage, packaging, dispatch, and distribution of program materials.
- Maintain inventory registers and stock records for program materials at the field office.

- Maintain fixed asset and non-fixed asset registers in accordance with organizational policies.
- Support periodic physical verification of inventory and assets.
- Coordinate with program teams to obtain material distribution acknowledgements and supporting documentation as applicable.

- Ensure proper storage, movement, and record-keeping of program materials.

Program Implementation & Documentation Support:

- Provide administrative and operational support for program implementation activities.

- Support data collection, data entry, verification, and database updates in organizational systems (including GSD or other designated platforms).
- Assist in data validation and periodic data cleaning to maintain accuracy.
- Extend support Program Field Coordinators and Program Assistants during district, block, school, and community-level events, including documentation, photography, and other logistical assistance as required.

- Render support to the Program Field Coordinators/Program Assistants in rolling out community-level events and district/block/school-level workshops/meetings/events by documenting the meeting, clicking photographs, and any other support as required.
- Prepare, type, format, and maintain program documents in English and Hindi, including managing electronic records, SharePoint folders, and file conversions as required.
- Prepare meeting minutes,



maintain documentation, and follow up on agreed action points.

- Perform other administrative and documentation tasks assigned by the reporting manager.

Stakeholder Coordination & Relationships:

- Coordinate closely with concerned Program, Finance, Procurement, and Administration teams to ensure timely support for program activities.

- Ensure effective liaison w Liaise with vendors, service providers, landlords, government offices, and other external stakeholders as required.
- Respond promptly to administrative requests from field teams while ensuring compliance with organizational policies.
- Maintain qualified relationships with internal and external stakeholders to support efficient program delivery.

Compliance & Reporting:

- Ensure all procurement and administrative activities comply with organizational policies, donor requirements, and statutory regulations.

- Maintain complete documentation for procurement, inventory, payments, and office administration.
- Support internal and external audits by providing required records and documentation.
- Prepare periodic administrative and procurement reports as required.

Preferred candidate profile

Required:

- Graduate in any discipline.
- 23 years of relevant experience in administration, procurement, logistics, or office management, preferably in the NGO, development, or social sector.

- Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook)
- Willingness to travel frequently within the states.
- Ability to manage multiple tasks and meet deadlines.

- Self-motivated, flexible, and able to work without close supervision.
- Attention to detail.
- High standards of integrity, honesty, and professionalism.
- Strong negotiation skills.

Preferred:

- Flexible attitude towards changing priorities and ability to multi-task with an eye for detail.
- Strong initiative, proactive, and solution oriented.

- Team player.
- Excellent interpersonal and relationship-building skills.

Please share your resume at [email protected].

📌 Assistant, Administration (Jharkhand) (Ranchi)
🏢 Room to Read
📍 Ranchi