Manager (Office Operations) - SightLife Global (Apply by: 28 May 2014)

JOB DESCRIPTION

Manager, Office Operations

SightLife Global

1. POSITION VACANT:  Manager, Office Operations (MOO-SG), New Delhi

2. ORGANIZATION BACKGROUND:

Headquartered at Seattle, WA-USA, SightLife, a client of Strategic Alliance Management Services is one of the leading eye banks in the world, and serves as an international non-governmental organization (INGO) to eliminate corneal blindness.

Working with surgeons in over 30 countries, SightLife and its Global Partners restore sight to more than 40 men, women, and children each day. This is accomplished through eye banks, which are centers for the recovery and placement of eye tissue used in cornea transplants. SightLife’s mission is to eliminate corneal blindness globally through partnerships with eye banks in developing countries, where 90% of the 10 million people suffering from curable corneal blindness live.

SightLife has constituted a small team of senior management and distribution professionals in India for this purpose. This is an exciting opportunity to come on board an ambitious social initiative which will beneficially impact millions of Indians suffering from reversible blindness.

For more information please visit, http://www.sightlife.org

3. JOB DESCRIPTION/ RESPONSIBILITIES:

SightLife believes that each employee makes a significant contribution to their success.  Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent or the organization to just the work identified.  It is SightLife’s expectation that each person will offer his/her services whenever and wherever necessary to ensure the success of the Mission, Vision, and Values ofSightLife.

The incumbent will be responsible for planning, supervising and controlling the delivery of administrative, logistical support, event management and legal compliance. This includes formulating policies and guidelines, refining daily operations, and planning administrative services. The incumbent shall be responsible for managing key aspects of Human Resources requirements. The responsibility includes a key role in managing the expansion of SightLife India’s operations from the current strength of 18 staff to 35+ staff through 2015.

Key Responsibilities:
Reporting to the Country Director, India, the Manager, Office Operations (MOO), will:

(1) Provide effective and timely administrative and other support to ensure the smooth running of the office and operations of SightLife. 
(2) In alignment with Seattle leadership and policies, oversee the development, implementation and consistent adherence of human resource policies and procedures, ensuring full compliance with all Legal, HR and administrative guidelines at country level
(3) Implement procedural, policy changes in HR and administration to improve SightLife’s operational efficiency;
(4) Co-ordinate receptions, meetings, seminars and other events, as required. Manage arrangements for participants and stakeholders.
(5) Prepare Board Meetings and periodic retreats, including preparing briefing materials and meetings packs.
(6) Assist in assessing organization talent needs and develop programs that promote employee advancement through innovative techniques
(7) Design and implement office policies by establishing standards and procedures; measuring results against standards and making necessary adjustments.
(8) Maintain office services, prepare payroll; design filing systems; review and approve supply requisitions. Assign and monitor staff functions.
(9) Enhance office efficiency by planning and managing office systems, layouts, and procurement.
(10) Responsible for recruiting, onboarding, and training employees.
(11) Ensure localization and delivery of global processes and best practices
(12) Responsible for vendor development, facility management.
(13) Visit hospitals and mortuaries to meet SightLife field staff and better understand ground level issues
(14) Manage travel logistics during events; organize visa process, book key international and domestic flights, hotel accommodation and transfers. Organize local transport and logistical support for international visitors.
(15) Issuing security advisory to staff travelling to/ within/outside India. Keep a log of the flights etc of all the people travelling for SightLife in the country
(16) In all daily activities, strive to support the Mission, Vision, and Values of SightLife.

Other Responsibilities:

(1) Monitor and track expenses against annual budget
(2) Ensure effective handling of petty cash system
(3) Suggest innovations in systems and procedures in order to minimize costs and increase effectiveness
(4) Maintain existing administrative and HR policies and procedures manual (Field Operations Book/Employee Handbook etc).

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualification:

MBA/PGDMA or Masters in Human Resources or equivalent professional qualification, from a reputed institute.

Experience:

(1) Minimum six years of experience in the area of managing admin and office operations functions
(2) Experience in providing administrative support, including knowledge of setting up office systems and procedures
(3) Prior experience of functioning as a Subject Matter Expert on HR related matters, including utilizing broad services of a HR consulting firm.

Required Skills/Knowledge/Abilities:

(1) Ability to collaborate with multiple leaders and partners to determine people and organization development needs.
(2) Knowledge of current administrative, human resource, legal, and management practices and procedures
(3) Knowledge of accounting and data management practices and procedures
(4) Computer skills and knowledge of office software packages
(5) Excellent task management, project management, and problem solving skills, along with an analytical and focused approach to achieving project objectives
(6) Should possess current knowledge of HR laws, legal codes, government regulations, and executive orders. Ability to track, learn and disperse new legalities within organization.
(7) Demonstrate ability to engage and communicate effectively with diverse individuals from a wide range of backgrounds, including Board members. Comfortable with a bi-lingual mode of expression.
(8) Ability to take a very disciplined and process driven approach to deliver solutions and services
(9) Experience in preservation of organizational culture and values
(10) Experience in managing recruitment and onboarding process
(11) Should be high on ethics
(12) Excellent organisational, planning and interpersonal skills
(13) High level of attention to accuracy and detail
(14) A team player, with ability to work on own initiative and to multi-task
(15) Highly motivated with the ability to work under pressure and to tight deadlines
(16) Patience and a sense of humor
(17) A passion for creative problem solving and enthusiasm about working in a ‘start-up .

Work Environment:

The work is performed primarily in an office setting.  The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related to a logical assignment to the position.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of job.  

5. COMPENSATION OFFERED:

The offer made to the selected candidate shall be commensurate with qualifications, experience and salary history.

6. LOCATION:

New Delhi

7. REFERENCE:    

MOO-SG

8. CONTACT INFORMATION:    

Senior Consultant
Strategic Alliance Management Services P Ltd.,
1/1B, Choudhary Hetram House,
New Friends Colony (East),
Bharat Nagar, New Delhi -110 025
Email: moo-sg@sams.co.in
Website: http://www.sams.co.in