Administration Manager - Vital Strategies - Apply by: Open

1. POSITION VACANT:  Administration Manager, Vital Strategies, Gurugram

2. ORGANIZATION BACKGROUND:

Vital Strategies is a respected international non-profit and global public health accelerator, working to address the most challenging health issues, to improve the quality of life for people around the world.

The organization envisions a world where everyone is protected by a strong public health system and works in close collaboration with governments, civil society, development organizations, and the private sector, to implement wide-ranging and impactful health programs across the world.

Areas of focus and attention for Vital Strategies include tobacco control, road safety, environmental health, obesity prevention, and tuberculosis control. The organization is closely engaged with health systems strengthening through high impact initiatives such as the Data-for-Health programme.

Vital Strategies is in the process of establishing operations in India and is presently involved in obtaining the requisite statutory clearances and assembling a high-quality team of resource persons.

For more information, please visit https://www.vitalstrategies.org/

3. JOB DESCRIPTION/ RESPONSIBILITIES:

Initially reporting to the Country Director, Vital Strategies India, the Administration Manager shall provide administrative, procedural and operational support for the execution of a range of start-up activities, including establishing and operationalizing the organization’s country office at Gurugram, following-up for multiple government clearances, etc. S/he will also be responsible for extending logistical support for all official travel, coordinating with multiple stakeholders with whom the organization shall be engaging and providing need-based support to the Country Director.

This is an exciting opportunity for a high calibre, administrative professional with demonstrated start-up experience, to join a respected international non-profit at an early stage of its commencing operations in India.

Key Roles and Responsibilities:

(1) Administrative and Operational Support:

(a) Provide comprehensive support for the accelerated establishment of a well-appointed and fully functional country office at Gurugram, from scratch;
(b) Institute arrangements for the proper upkeep and maintenance of premises, equipment and facilities covering housekeeping, power supply and back-up, pantry, security, parking, vehicles, drivers, insurance, etc.;
(c) Make arrangements for the provision of comprehensive IT support for the office and staff including computer systems, software applications, internet connections, server space for website and email, etc.;
(d) Make appropriate arrangements for purchase or rental of office car and driver;
(e) Provide mobile phones and/or appropriate connectivity plans for all staff;
(f) Make appropriate arrangements for the insurance of premises and equipment; Also for accident and health insurance of staff;
(g) Provide comprehensive day-to-day administrative and operational support to the top management team.

(2) Logistics and Procurement Support:

(a) Provide logistical support through suitable transport and travel agencies and hospitality partners, addressing the need for periodic local and outstation travel, meetings and conferences of key staff and partners;
(b) Identify and contract with suitable vendors for the above support services through a transparent process of competitive bidding, instituting commercial terms and arrangements that adequately safeguard the organization’s interests;
(c) Coordinate preparation and circulation of RfPs to potentially suitable vendors, receipt of technical and financial proposals, support finance team in preparing bid analysis, preparation and issue of purchase orders etc.;
(d) Identify, help develop and maintain database of service providers and vendors.

(3) Liaison with Government Authorities, Stakeholders:

(a) Liaise and follow-up with different government and/or private offices, departments, authorities and consultants for obtaining requisite registrations and permissions for establishing a country office, incorporation, taxation registration, etc.;
(b) Track delays, queries and/or bottlenecks and escalate attention to the management team, or dealing consultant;
(c) Facilitate timely filing of returns, reports and/or responses in compliance with prescribed guidelines;
(d) Coordinate and liaise with the government, donors, partners, stakeholders and other agencies, as necessary, in the context of facilitating successful program implementation and outcomes.

(4) HR Support:

(a) Coordinate with the HR Agency and/or independently recruit managerial and support staff required by the Country Office;
(b) Provide administrative support to recruitment process, ensuring that interview schedules, meeting arrangements and travel and related logistics are in place;
(c) Institute arrangements for attendance and leave accounting and tracking of staff etc.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualification:
Applicants must possess MBA, PGDM or Masters, in Business Management, Human Resources, Commerce, or equivalent, from a reputed Institute or University.

Experience:
(1) Five to eight years’ experience of independently handling admin and office operations during the start-up phase of a reputed organization, preferably in the development sector;
(2) Experience of procurement and vendor management in the context of establishing an office is essential;
(3) Prior experience of liaising with government authorities shall be an advantage.

Skills and Competencies:
(1) Good oral and written communication skills;
(2) Proficiency in MS Excel, Word and PowerPoint;
(3) Good organisational skills, with the ability to independently resolve problems;
(4) Ability to oversee vendors including in-house contactors.

5. COMPENSATION OFFERED:

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

6. TENURE:

The successful candidate shall be issued a contract for a period of one year, with possibility of renewal based on performance and availability of funds.

7. LOCATION: Gurugram

8. REFERENCE: AM-VS

9. 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

10. APPLICATION PROCESS:

Eligible candidates interested in this position, are requested to apply using the link https://goo.gl/hmGgNmalong 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, at the earliest.