POSITION ANNOUNCEMENT FOR

OFFICER - ADMINISTRATION, PATNA, BIHAR

About the organization:

Ipas Development Foundation (IDF) has been working in India since 2001 to improve the sexual and reproductive health ecosystem in the country. In close collaboration with the national government and formal partnerships with state governments, we work in communities and with the public health system to enhance access to sexual and reproductive health services, particularly comprehensive abortion care and choice-based contraception. IDF’s program currently spans across 10 states with over 100 members.

IDF was among the first few NGOs to get certified as the Great Place to Work-Certified™ organization by Great Place to Work Institute and has been consistently on the list of India’s top NGOs to Work For™ since 2017. Twice it also featured in the elite list of India’s Great Mid -size Workplaces. IDF was also recognized as India’s Best Workplaces™ for Women three times in a row. These recognitions are a testament to the organization’s high-trust, high-performance work culture.

We are proud of our work culture and strive to remain the best in terms of employee friendly policies, women friendly work environment, and opportunities for learning.

Visit us at: www.ipasdevelopmentfoundation.org

General Description:

IDF seeks to hire an Officer - Administration to be based at Patna, Bihar. The position reportsto the State Director and will be responsible for the smooth functioning of the state office atPatna,tosupportprogramimplementation.Thepositionwillberesponsibleforallofficeadministrationaspectsincludingfrontoffice;housekeeping;filingandrecords;maintenanceofcommunicationequipmentandotherofficeassets;managingvendorsandserviceproviders;coordinatingstaffandconsultant travel;stockkeeping;andpettycashmanagement.

Duties and Responsibilities:

The responsibilities of the Officer - Administration will include the following:

OfficeAdministration

• Managefrontofficeincludingday-to-daysupervisionofstaffdeputedbyhousekeepingandvendors.
• Ensuresmoothfunctioningofofficeequipmenttoensurethatallequipment,includingcommunicationsystems, are functional.
• Maintainthefilingsystemandensurethatthecontactdatabaserelatedtoofficemanagementisuptodate.
• Managetheresourcecenterbyupdatingrelevantrecordsandmaintainacloseoversightoftheflowofmaterials.

StockMaintenance

• Maintainstockof officesuppliesandothermaterialsandensuretimelyreplenishmentofthestock.

VendorManagement

• Coordinatetravelofstaffandconsultantsinatimelymannerwiththedesignatedtravelagencyorfordirectbookings,asmayberequired.
• Provideassistanceincoordinatingwithvendorsforsuppliesinordertoorganizeworkshops,conferences,andotherevents, asrequired.

FinanceManagement

• Certifyinvoicesandbillsandensuretheirtimelyprocessing.
• Maintainofficeexpensesandpettycash andsubmitperiodicreportsincludingmonthlyfinancestatementstotheteamat IDF,NewDelhi.

Others

• Provideanyotherassistanceasrequestedandcarryoutanyotherdutiesasarewithinthescopeofthepositionasmayberequired.

Qualification and Experience:                 

• Graduate or higher degree with minimum 2-3 years of related work experience preferably in the NGO sector.
• Excellent computer skills with proficiency in standard MS Office applications.
• Experience in working on database management software.
• Proven ability to support HR, procurement, and other administrative documentation.
• Good oral and written communication skills.
• Ability to work independently and as a team player in a multicultural environment.

To apply:

Interested candidates with relevant experience may e-mail their CV, covering letter (along with current/ last-drawn salary and expected salary) to idf.oap@sectoraccess.co.inby December 9, 2023.

Your CV must be accompanied by:

• A cover letter justifying suitability for the position based on present and past work experience.
• Current/last-drawn compensation and expected compensation.

Please note:

• IDF management reserves the right to modify the contents of this position description at any time.
• IDF is an Equal Opportunity Employer.
• IDF’s recruitment and selection procedures reflect the organization’s commitment to the safety and protection of children in the organization’s programs. All employees & consultants are expected to uphold this commitment.
• Women candidates are encouraged to apply.
• Only shortlisted candidates will be contacted.

For further clarifications, please contact our talent acquisition partner Sector Access at +91 98 189 44549 between 10:00 am to 5:00 pm on weekdays. In case you are unable to reach the number, please send a WhatsApp or SMS with your name and contact number and Sector Access will connect with you on priority.