Admin Assistant - SCM Project

Implement end-to-end office administrative services, as per the defined policies/ processes and budgets;

Manage and maintain office supplies such as pantry items, stationery, company letterheads, envelopes, housekeeping supplies, etc.;

Liaise with Govt. official on travel, tickets arrangement and collecting the necessary documents;

Ensure proper hospitality services are provided to guests/visitors in a timely manner;

Ensure timely utility bill payments and other maintenance payments;

Ensure timely and effective resolution of administration-related issues and queries;

Organize quotations (for hotels and air fares) and assist in preparing budgets for visits, meetings, workshops, and events. Ensure that hotel empanelment is done for the frequently visited places;

Assist in preparing travel requisitions in electronic Information Management System (eIMS);

Responsible for ensuring timely travel and logistical arrangements related to visits, meetings, workshops and events. This includes coordination for requisite approvals, arranging for flights/ trains, airport transfers, local conveyance, hotel bookings, conference rooms, refreshments, etc.;

Ensure preparation of conference / meeting kits as requested by SCM staff;

Coordinate with relevant internal / external stakeholders for effective execution of visits, meetings, workshops and events, as required;

Focal point for the travel agents for SCM Project and to monitor the level of service provided by them;

Verify all the bills sent by hotels / travel agents after completion of visits, meetings, workshops, events, etc., and submit these to Accounts for further processing;

Responsible for preparation of regular (monthly/quarterly/annual) management reports, relating to Administration and Logistics;

Build and maintain positive working relationships with all members of staff and contacts both within and outside the project and provide support to the staff on issues relating to Administration and logistics;

Other appropriate duties as assigned by supervisor and Dy. Project Director SCM.

Graduate degree in any disciplines;

Ability to listen, respond and relate with respect, empathy and congruence;

Strong analytical skills and good IT skills ability to use MS Office;

Strong problem-solving, innovative and creative thinking skills;

Strong organisational and time management skills to meet deadlines;

Ability to work independently and as part of a team.