Admin Coordinator

The Admin Coordinator will be reporting to the Manager Admin GFATM will be responsible for supervising, strengthening and managing the operations portfolio of the project. The incumbent will be responsible for planning, supervising and controlling the delivery of administrative, logistical, and legal services. This includes managing daily operations, and planning administrative services. S/he will be responsible for the management of the overall quality and efficiency of operations.

KEY RESPONSIBILITIES

This is a project based position responsible for supervising, strengthening and managing the operations portfolio of the project.

1. Ensure procedures and standards are applied consistently,

2. Ensure Plan India s performance management procedures and standards used to induct, manage and develop staff members are adhered for development of operations team,

3. Organize purchase processes for all required materials and assets of the project as per donor and Plan procedures,

4. Oversee the administration and maintenance of fixed assets and other property belonging to the project,

5. Design and implement office policies by establishing standards and procedures; measuring results against standards and make necessary adjustments;

6. Maintain office services by organizing office operations and procedures; design filing systems; review and approve supply requisitions;

7. Enhance office efficiency by planning and managing office systems, layouts, and procurement;

8. Monitor and manage vendors/agencies to ensure that they efficiently and effectively provide needed services while staying within budgetary limits;

9. Oversee activities directly related to business support;

10. Play a significant role in long-term planning, including an initiative geared toward operational excellence;

11. Determine how to allocate budgets and how to account for the same;

12. Prepare annual procurement plan for all procurement related (program and non-program) as per approved budget in consultation with the program team and finance team linking the same with the program implementation calendar, and quarterisation of budget;

13. Implement all procurement activities well in advance as per approved budget and annual procurement plan;

14. Oversee the procurement process and ensure that the procurement is completed in time and in a very cost effective manner for goods and services;

15. Lead the bidding process in case of high value procurement. Make sure all the requirement as per the bidding policy are followed to ensure transparency;

16. Arrange and follow Plan India s purchase / procurement policy and purchase /procurement guidelines and norms for all type of procurement (goods and services);

17. Work with purchase committee for all purchase as per the organization policy;

18. Lead and manage the market survey in order to assess the market trends and to know average costs of material/items needed by Plan India, availability of types of goods/materials and services and share the same to the management;

19. Undertake field visits to understand the nature of suppliers in the field area (i.e. When procurement happens in the field);

20. Recommend deviations with alternate procedures to the management where Plan India processes cannot be implemented;

21. Maintain market price/rate of all goods/materials generally purchased by Plan India;

22. Ensure Plan India s procurement norms are accordance with the local statutory requirement. Any difference should be brought to the attention of the management;

23. Ensure vendors/suppliers list with their contact details is maintained and updated on regular basis.

24. Ensure procurement files are maintained in an appropriate fashion and order including requisition, quotes/bids, comparison, evaluation, approval, contract/purchase order, delivery note etc. for each purchase;

25. Make sure that the goods are safe and secured against damaged including insurance coverage;

26. Ensure a high quality service in the communication with external customers and clients through reception, telephone response, mail reception and dispatch;

27. Supervise and coordinate the booking-system for local, national and international travel and transport of the project staff;

28. Define minimum standards and maximum amounts for travel-related accommodation and subsistence expenditure;

29. Elaborate and regularly update essential information on available venues for accommodation and events in key cities;

30. Issuing security advisory to staff travelling to/ within/outside India;

31. To promote the development of appropriate security information networks relevant to all Plan India teams working in India.

Legal Responsibilities

1. Manage all Service and Purchase Contracts with external contractors;

2. Support other departments in the elaboration and revision of agreements with partner organizations;

3. Liaise with Government authorities /agencies in order to maintain smooth functioning of Plan s work in the country;

4. Coordinate with legal advisor for all agreements other than the labour contracts;

5. Serve as primary liaison to legal counsel in addressing legal issues e.g. copyright, antitrust, governing instruments, partnerships, licensing etc.

6. Oversee organizational insurance policies of the project.

Basic Requirements

1. Post Graduate with minimum 8 years progressive experience in administration function of middle to large scale organization;

2. Experience in an International Development Organization would be an advantage;

3. Excellent lateral co-ordination and resourcefulness traits;

4. A very thorough understanding of different communication preferences of different people, dealing with a wide range of stakeholders and being comfortable with a bi-lingual mode of expression;

5. Should possess knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process;

6. Knowledge of business and management principles involved in strategic planning, resource allocation, and coordination of people and resources.