Administration Manager

Posted date: 07-Jul-2010

Location: New Delhi

Post Title : Administration Manager
Duty Station : New Delhi
Email ID : phfi28hiv

gmail.com
Last Date : July 24th, 2010

Background
National AIDS Control Organisation (NACO) is a division of the Ministry of Health and Family Welfare, Government of India. Since its inception in 1992, NACO has been providing leadership to the National AIDS Control Programme (NACP) in India through 35 AIDS Control Societies at State/Union Territory level. Currently, the NACP is in its third phase (2006-’11), which has an ambitious set of targets for scaling-up operations in all of its key implementation areas. NACO has reviewed its own capacity requirements in the light of these targets and identified key areas where external support is required. To this end, Public Health Foundation of India (PHFI) is facilitating identification of a potential Administration Manager for NACO.

Duties and Responsibilities
The Administration Manager at NACO is responsible for its overall General Administration. The role would entail the following responsibilities:

1. Lead on general office administration (viz. facilities management i.e. office lease/accommodation, housekeeping, security, procurement, annual maintenance contracts, etc)

2. Negotiation, finalization, awarding and administration of contracts and management of financial audits and review of all Contracts and Grants

3. Liaison with State AIDS Control Societies, Donors, TSUs, STRCs, Implementing Partners, etc.

4. Overseeing Contract documents, entering into contracts and agreements and monitoring the operation of the contract.

5. Develop a Management Information System, Control procedures for the project

6. Inventory management of the project, including management of inventory office records and undertake periodic physical inventory of all assets and maintain necessary records

7. Manage the travel of the Office, including dealing with the travel agent; processing payments for the travel agent, ensuring that the travel approval process is being followed as per policies, etc. Including but not limited to ensuring hotel arrangements, car arrangements, ticketing (if required); managing the schedule of the visitors etc.

8. Processing of procurement and service bills of suppliers, consultants, service providers and staff claims.

9. To do all the month end process as are required from time to time, including time sheet and petty cash management.

10. To maintain all financial records and files on day to day basis.

11. To review all monthly and periodical financial reports.

12. To maintain systems for filing, stationary store and asset register.

13. To provide necessary administrative support like general correspondence, maintenance of all confidential and other departmental files etc.

14. Any other task assigned by the Joint Secretary, NACO.

Educational Qualifications
University degree in Management, Commerce, Public Administration.

Experience
• 5-8 years of relevant work experience in the non-profit development sector, including at least three years of post masters experience in administration in the development sector at the National level.
• Prior work experience with government and international development agencies would be desirable.
• Experience in the usage of computers and office software packages (MS Office), communication tools and handling of web based management systems.

Knowledge and Skills
• Good communication and interpersonal skills, with ability to work in a multi-cultural environment.
• Adequate knowledge of programme context and communication skills to ensure that communication products are of the required quality.
• Excellent analytical and reporting skills.
• Motivated, energetic, thorough, and responsive to the needs and interests of peers.
• Ability to work independently and as a team player in a multi-cultural environment.
• Working knowledge of computers including MS Office package, essential.

Languages
Proficiency in spoken and written English is essential. Knowledge of one or two Indian languages will be an asset.

Period of Contract
He/she will be appointed on contract basis for a period of one year, renewable, subject to satisfactory performance as assessed annually by NACO/PHFI.

Remuneration
The remuneration offered will be competitive and based on current salary, experience and qualifications.