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Admin coordinator / officer
Plan International
posted 2mon ago
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Job Description
Job Description
Job Title: Admin coordinator/officer
Department: NACO Communication Team
Location: New Delhi
Reporting To: Manager Administration
Level Of Contact With Children: 2 (Sporadic or Occasional contact with children) : ) The position holder shall be responsible to adhere work within the ambit of Plan India s Safeguarding Gender Equality Policies.
ABOUT PLAN INDIA
Project Overview
Plan India has been selected as Sub Recipient by National AIDS Control Program under Global Fund grant cycle for the period from 1st April 2024 to 31st March 2027 (GC7) for Strengthening strategic communication to enhance the delivery of HIV prevention to care continuum programs . As part of this initiative, Plan India has to develop and deliver different communication packages including SBCC toolkit, Multimedia Campaign strategy and creatives, organising national events, developing and designing NACO s publications and managing Social Media campaigns. For undertaking this project, the team at Plan India has onboarded communication agency and vendors for the project period
Job Summary
Reporting to Manager Administration, the Administration Coordinator/Officer will be responsible to provide day-to-day office management and logistics support to the NACO
Roles Responsibilities:
The administrative Assistant will work in close coordination with the project team and provide all support to ensure the smooth implementation of the project and will be responsible for the following major activities:
1. Implement end-to-end office administrative services, as per the defined policies/ processes and budgets;
2. Manage and maintain office supplies such as pantry items, stationery, company letterheads, envelopes, housekeeping supplies, etc.;
3. Liaise with Govt. official on travel, tickets arrangement and collecting the necessary documents;
4. Ensure proper hospitality services are provided to guests/visitors in a timely manner;
5. Ensure timely utility bill payments and other maintenance payments;
6. Ensure timely and effective resolution of administration-related issues and queries;
7. 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;
8. Assist in preparing travel requisitions in electronic Information Management System (eIMS);
9. 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.;
10. Ensure preparation of conference / meeting kits as requested by NACO Comms staff;
11. Coordinate with relevant internal / external stakeholders for effective execution of visits, meetings, workshops and events, as required;
12. Focal point for the travel agents for NACO Communication Project and to monitor the level of service provided by them;
13. 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;
14. Responsible for preparation of regular (monthly/quarterly/annual) management reports, relating to Administration and Logistics;
15. 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;
16. Other appropriate duties as assigned by supervisor.
Education and Expereince
1. Graduate degree in any disciplines;
2. Ability to listen, respond and relate with respect, empathy and congruence;
3. Strong analytical skills and good IT skills ability to use MS Office;
4. Strong problem-solving, innovative and creative thinking skills;
5. Strong organisational and time management skills to meet deadlines;
6. Ability to work independently and as part of a team.
Travel Requirement
As required
Compensation and Employment
The plan is an equal opportunity employer and qualified women candidates are encouraged to apply. Our policies and procedures reflect our commitment to child rights and child protection.
The plan is an equal opportunity employer and qualified women candidates are encouraged to apply. Our policies and procedures reflect our commitment to child rights and child protection.
How to Apply
Please send us your updated resume along with a suitability note in one file (Word/PDF Format only) for the position of Admin Coordinator/Officer NACO Communication Project at Please mention Admin Coordinator/officer NACO Communication Project in the subject line. Only shortlisted candidates will be contacted. Please note applications are being assessed on a rolling basis. For more information, please visit our website www.planindia.org
Please send us your updated resume along with a suitability note in one file (Word/PDF Format only) for the position of Admin Coordinator/Officer NACO Communication Project at Please mention Admin Coordinator/officer NACO Communication Project in the subject line. Only shortlisted candidates will be contacted. Please note applications are being assessed on a rolling basis. For more information, please visit our website www.planindia.org
Employment Type: Full Time, Permanent
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Administration Coordinator salary at Plan International
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Strict timing
Monday to Friday
Within country
Day Shift
Plan International Benefits
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