STRATEGIC ALLIANCE MANAGEMENT SERVICES PVT LTD

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Job Description

Administrative Officer

Water.org, Chennai

1. POSITION VACANT: Administrative Officer, Water.org, Chennai

2. ORGANIZATION BACKGROUND:

Water.org, based in Kansas City, Missouri, USA, works to ensure safe water and sanitation for all. Co-founded by Gary White and Matt Damon in 2009, Water.org has impacted more than three million lives and transformed thousands of communities in Africa, South Asia, and Latin America.

There are 750 million people- about one in ten- lack access to safe water and about one in three- 2.4 billion people, do not have access to a toilet. Water.org serves these people.

Water.org goes beyond traditional approaches to safe water and sanitation, focusing on addressing the underlying causes of this global crisis and innovating to deliver large-scale and sustainable change.

Water.org’s program in India provides safe drinking water and adequate sanitation facilities to families living in rural and urban Indian communities in 11 states and one Union Territory viz. Andhra Pradesh, Karnataka, Madhya Pradesh, Maharashtra, Rajasthan, Bihar, Chhattisgarh, Orissa, West Bengal, Assam, Tamil Nadu and Pondicherry (UT). Water.org offers both grant and Water Credit programs in India.

For more information, please visit, http://water.org/

3. JOB DESCRIPTION/ RESPONSIBILITIES:

Reporting to the Senior Business Operations Manager, the Administrative Officer shall be responsible for providing logistics support to Indian and overseas team in assets management, purchases, vendors coordination and special tasks on preparation of admin compliance report.

Key Responsibilities:

(1) Logistics Coordination:
Manage logistics and travel support to US visitors, India Team and any special guests (coordination of hotel reservations and maintaining vendor relationships).

(2) Vendors Coordination:
(a) Rapport building with vendors, follow up on tie-up with the hotels and other service providers/ vendors and preparing contracts for service providers;
(b) Maintain the database of service providers and vendors.

(3) Office Administration:
(a) Ensure timely responding to the day to day office correspondences (mails) on time;
(b) Coordination with housekeeping agency and ensuring office cleanliness of the office and premises (car parking, entrance and terrace areas);
(c) Keep track on Attendance report (Time In & Out reports monthly) and its reconciliation with Time sheets;
(d) Re-modification and up-gradation of office outlook from time to time;
(e) Coordination with first floor tenant for sharing of costs and maintenance of common areas/ properties;
(f) Management of Office files (old and current files)– safer custody with duly coded and updating master file list;
(g) Coordination and arrangements for special events (WCF, Cofounder visit, Donor visit etc.).

(4) Assets Management:
(a) Manage all purchases related to office needs and team members (both capital assets and recurring needs – stationaries, cafeteria needs);
(b) Ensure receiving quotes, preparing recommendation note for purchases, preparing purchase order with required payments;
(c) Maintenance of office assets – including follow ups/ renewal on periodical AMCs and printers and cross checking periodically;
(d) Documentation of office assets - Maintenance of stock register and periodical updates (both disposal and entries of new assets);
(e) Administration of insurance aspects - all office assets including equipment’s, furniture and other capital assets.

(5) Special Tasks:
Provide support in preparing annual reports to DGP office (mainly tracking on US team members/ visitors report to India).

This description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required. Some duties, responsibilities and activities may change or be assigned at any time with or without notice.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualification:
Applicants must possess Bachelor degree and schooling from reputed institutions.

Experience:
Minimum five years of relevant professional experience in office administration and logistics coordination.

Skills and Competencies:
(1) Customer Focus - Building strong customer relationships and delivering customer-centric solutions;
(2) Nimble Learning - Actively learning through experimentation when tackling new problems, using both successes and failures as learning fodder;
(3) Driving Results - Consistently achieving results, even under tough circumstances;
(4) Collaborating - Building partnerships and working collaboratively with others to meet shared objectives;
(5) Self-development - Actively seeking new ways to grow and be challenged using other formal and informal development channels;
(6) Optimizing Work Processes – Determining the most effective and efficient processes to get things done, with emphasis on continuous improvement;
(7) Managing Ambiguity – Operating effectively, even when things are not certain or the way forward is not clear;
(8) Instilling Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity;
(9) Financial Stewardship - Demonstrating fiscally responsible decision making as applicable to her/his role;
(11) IT Proficiency: Strong knowledge of MS Excel, Word, PowerPoint, Internet
(12) Ability to design and coordinate work-flow processes of admin and logistics tasks
(13) Strong interpersonal skills, including ability to work well with those from various backgrounds and cultures;
(14) Excellent communication, correspondence skills;
(15) Ability to thrive in an entrepreneurial and fast-paced environment, work effectively and efficiently execute multiple tasks and balance competing priorities.

5. COMPENSATION OFFERED:

Gross compensation for the position is attractive. The offer made to the selected candidate shall be commensurate with qualifications, experience and salary history.

6. LOCATION: Chennai

7. REFERENCE: AO-WO

8. CONTACT INFORMATION:

Senior Consultant
Strategic Alliance Management Services P Ltd.
1/1B, Choudhary Hetram House, Bharat Nagar 
New Friends Colony, New Delhi 110 025
Phone Nos.: 011- 2684 2162; 4165 3612 
Email: ao-wo@sams.co.in

9. APPLICATION PROCESS:

Eligible candidates interested in this position are requested to apply to ao-wo@sams.co.in  with a cover letter, discussing their interest in and suitability for the position, along with an updated resume, giving details of three references, current cost to organization and expected compensation, by or before July 10, 2017. For further details, please visit www.sams.co.in.