Administration Officer - Oxfam India (Apply by: 08 April 2014)

Job Title: Administration Officer

Department: Operations

Location :New Delhi

Apply by: 8 April 2014

Level / Pay Band :4

Contract: 3 Year Fixed Term (renewable)

Reports To: Manager-HR and Administration

Scope of Position
To ensure efficient and smooth administration of the Oxfam India Offices headquarters as well as regional, and to support the setting up of new offices. The job includes administration, logistics and facilities management for the national office and regions

Key Responsibilities

General Administration

• Responsibility for the running of Administration functions
• Managing performance of vendors pertaining to Office Infrastructure – AMC contracts for maintenance of office equipments
• Verification and approval of monthly invoicing of all vendors as per contracts and organization policy
• Verification of running invoices and approval of progress reports.

Facility and Utility Management

• Be responsible for the ongoing maintenance of the head office and ensuring all appropriate services are up and running and office equipment is maintained properly.
• Be responsible for safety and security of office premises
• Vehicle management, office maintenance and insurance of assets. Maintain asset inventory and ensure its updating and tagging
• Maintenance of Health & Hygiene standards in offices in compliance with Oxfam global standards.
• Training and capacity building of the admin & facilities services staff.

Event Management

• Act as the first point of contact for the Delhi office and deal with routine enquiries.
• Make necessary preparations for all Oxfam India visitors both from within the country and overseas (this may include arranging accommodation, itineraries, travel arrangement, set up of meeting etc)
• Staff services in terms of relocating and making the necessary arrangement for incoming staff who will be based in Delhi.
• Organising and administering regional and international events held in India.

Procurement

• Provide support for efficient and cost effective procurement of furniture, equipment and supplies.
• Provide support in procuring materials and other logistics support required for emergency programmes in India to the National Humanitarian Hub.
• Ensure that mandatory procedures of Oxfam India in procurement and provision of logistics services, goods and other services are in accordance with existing norms of the organisation
• Budgeting, monitoring and managing budgets cost effectively in the provision of administrative services.
• Reviewing vendors and service providers periodically for ensuring cost effective and quality goods and services for the organisation.

Legal Compliances 

• Ensuring legal compliance in administration functions; Issuing and managing administration related lease agreements. vehicle management; office maintenance and insurance of assets
• Liaison with home ministry, police (visa/work permit) for any exigencies
• Negotiation of lease terms in line with organization polices and relevant registrations with authorities.

Qualifications and Experience

Essential 

• Graduate in any stream from any recognized university
• At least 4-5 years experience in administration of offices mainly multinational organizations/large organizations.
• Diplomacy, tact and negotiation skills.
• Sensitivity to cultural differences, and the ability to work in a wide variety of cultural contexts.
• Sympathy with the aims and objectives of Oxfam and commitment to Oxfam’s equal opportunity and gender policies
• Excellent team player with a commitment to team building
• Familiar with usual IT Packages (e.g. email/word/spreadsheets) Good communication skills and public relations skills

Desired

• Sound numerical skills
• Ability to work under pressure and manage conflicting priorities

Relocation 

During the course of employment the post holder may be required to move base on a temporary or permanent basis to any workplace controlled by Oxfam India

Travel Willingness to travel within country and abroad as required.

1. All applications should be sent to vacancies@oxfamindia.org
2. All applicants to put “Ref. Administration Officer- New Delhi” as the subject line
3. All applications should have the covering letter and the CV as a single document, in a word format.
4. The deadline for receiving applications is 8th April 2014
5. Applications without the exact reference code will not be considered.
6. Applications received after the closing date will not be considered.
7. Only those candidates that are short-listed for interviews will be notified

Oxfam India is an equal opportunities employer.

About Oxfam India

Oxfam is marking its 64 year in India this year. Oxfam India, a fully independent Indian organization (with Indian staff and an Indian Board) is a member of a global confederation of 17 Oxfams.

The Oxfams are rights-based organizations that fight poverty and injustice by linking grassroots programming (through partner NGOs) to local, national and global advocacy and policy-making. All of Oxfam’s work is framed by our commitment to five broad rights-based aims: the right to a sustainable livelihood, the right to basic social services, the right to life and security, the right to be heard and the right to equality: gender and diversity.

Oxfam India's vision is to create a more equal, just, and sustainable world. The overarching vision of Oxfam India is ``right to life with dignity for all‘‘. Oxfam India will fulfill its vision by empowering the poor and marginalized to demand their rights, engaging the non poor to become active and supportive citizens, advocating for an effective and accountable state and making markets work for poor and marginalized people.