Job description

Job Title: Project Manager

Location: YWCA Project Guwahati

Reporting to: National General Secretary/Project Committee Guwahati

Accountable to: National General Secretary

Objective: To enable the YWCA of Guwahati to implement its purpose through setting up of procedures for maintaining a high standard of administration and through varied programmes.

Specific Responsibilities:

- You are being given all requisite powers for effective administration of the YWCA of Guwahati. However you will be on the decisions taken related to the same.
- Both the Local Project Committee and you shall be accountable to and be governed by the decision of the National Board/National Executive Committee of the YWCA of India.
- You will be required to send in regular reports to the to keep her informed and abreast of the work undertaken by you and the Local Project Committee.
- You will be required to coordinate meetings of the Local Project Committee and to ensure that their decisions get implemented.
- You will be responsible for recording of the Minutes of the Local Project Committee as per procedures and to send a copy to the National Office.
- You will be required to work with the Local Project Committee on Legal matters pertaining to the YWCA of Guwahati matters- property and staff.
- You along with the Local Project Committee will be required to visualize long term programmes for the YWCA of Guwahati in order to utilize the full potential of the property and to ensure that approval is received from the National Board before the said is implemented.
- To handle day to day hostel administration and related issues includes safety and security of hostel Residents.
- Maintenance of properties and Increase of Programme outreach and introduction of community need based programmes.

Staff Training and Management :

- To supervise the day to day work of the staff including approving of leave requests within the policies of the YWCA of India Local Project Committee.
- To depute responsibilities to respective staff members as per job profiles and to get daily updates on their work.
- Ensure team morale and motivation by inviting feedback and ideas from each team member through regular meetings/interactions
- Conduct performance evaluations
- Maintain files on all staff members
- Keep up to date on employment rules including minimum wages and statutory compliances

Promotion and Marketing of services

- Connecting with agencies, like minded associations, universities and colleges, communities to marketing the services and programmes of the Project
- Seeking out and contacting groups about accommodation
- Liaising with community leaders for programme promotion
- Maintain contact lists of dignitaries to invite for promotional events.
- Build contacts within local media




- Develop relationships with hostels in nearby cities
- Maintain a flyer exchange with similar Hostels

Administrative Responsibilities

- To approve purchase of daily items for the Hostel/School-stationery, office supplies, and certifying bills for payments.
- To plan short term programmes with staff and Local Project Committee in line with the Convention action plans and to to ensure optimum use of the property.
- Ensure that the hostel identifies and meets the changing needs of residents.
- Create and implement a written plan for growth and expansion of the programmes
- Interact with hostel residents, service providers, guests to build rapport
- Respond to emails
- Maintain accurate information on residents and beneficiaries of the programmes
- Ensure quality standards for cleanliness and maintenance of the Hostel and Community Building
- Ensure that regulations for safety and sanitation are being met
- Organize and implement a rotating schedule for deep cleaning each area of the hostel
- Prepare a list of maintenance issues that are found to the National YWCA through for information and approval
- Conduct routine site inspections to identify and resolve problems with the facilities
- Maintain a business relationship with vendors and suppliers
- Monitor inventory levels and place orders for products and supplies
- Research suppliers for the best prices, deals, and availability of products
- With due approval of the National General Secretary order for furnishing/ furniture /equipment's/electric items for use of the Hostel
- To ensure that the Inventory of all buildings are prepared and documented for future reference.
- To call for weekly staff meetings with the Local Project Committee to assess their work and to advise them on directives from the National General Secretary/ Local Project Committee.
- To ensure that statutory requirements of government/ state/ local authorities are complied with for upkeep and maintenance of building, equipment, taxes, etc. and to keep the Local Project Committee informed of the same.

Accounting and Budgeting

- Establish and follow an operational budget
- Maintain accurate records of expenses and revenue
- Pay bills and collect debts in a manner that maintains a positive cash flow
- Create monthly Profit and Loss reports
- Organize and distribute payroll checks
- Share cash flow statements within specified timelines




- Prepare Annual Budget for Hostel and Programmes

Entertainment, Atmosphere, Activities

- Create and follow a plan to maintain the desired atmosphere in the hostel
- Organize and execute activities and special events
- Record duties, expenses, challenges, successes and areas for improvement for each event for replication
- Engage hostel resident in issue based activities on a monthly/weekly basis

Programme Specific Responsibilities:

Programme Managers are critical to a foundation or nonprofit organization as they oversee program development, seek grants and proposals, and ensure the organization's activities and programs align with a foundation or nonprofit’s goals and mission statement.

- Build and maintain partnerships and relationships that interact with other organizations to expand programme outreach and services
- Analyze, research, and be familiar with the needs of the community and identifying opportunities for programs and partners.
- Foster peer-to-peer learning in a network through conference calls, newsletters, facilitation of conferences.
- Maintain correspondence and operational record programs .
- Supervise and train programme staff development.
- Write quarterly and annual reports, with input from other colleagues.
- Work closely with the National Programme team in preparation of grant proposals , monitoring and evaluation and project budgets.
- Liaise with funders upon request and assist with new business development efforts as assigned.
- To liaison and network with Government & Central / State authorities, other NGO’s on programmes and draw up proposals with the staff of Guwahati for raising funds for issue based initiatives, to build relationships and to market the activities of the YWCA of Guwahati.

Committee Meetings

- Call for Local Committee meetings once every month
- Prepare minutes of the meeting and circulate to the National Office

Rapport and Image Building:

- To build alliances with like minded Associations on issues relevant to the movement.
- To hold programmes in line with the Convention priorities.
- To participate and represent in meetings/seminars etc. organized by other NGOs/ Government.

Days of Work: This is a full time role working all days of the week. The Project Manager will follow a special approved leave cycle made in consultation and coordination of the team. For any leave of absence from work, the Project Manager will have to notify and take a prior approval from the National General Secretary, YWCA of India.

Job Type: Full-time

Pay: ₹25,000.00 - ₹36,000.00 per month

Benefits:

- Food provided
- Provident Fund

Education:

- Bachelor's (Preferred)

Experience:

- total work: 2 years (Preferred)
- Management: 2 years (Preferred)

Work Location: In person

📌 Project Manager (Guwahati)
🏢 Ywca Of India
📍 Guwahati