Administrative Officer

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SOLIDARITY AND ACTION AGAINST THE HIV INFECTION IN INDIA

Position : Administrative Officer

Project : Chennai Office, SAATHII

Job Code : SAATHII/Chennai office/AO/1123/490

Location : Chennai

Opening date:Nov 14, 2023

Closing date : Nov 28, 2023

About the Organisation: Solidarity and Action Against The HIV Infection in India (SAATHII) is a registered non-profit organization that works towards universal access to healthcare, legal and social services for people living with HIV/AIDS and vulnerable groups such as transwomen, men who have sex with men, women who sell sex and people who inject drugs. Registered in 2002 and headquartered in Chennai, SAATHII has operations across the country.

Description of the Position: SAATHII seeks applications for the post of Administrative Officer, Chennai Office.

Qualification and Skills:

• Graduate or higher degree with minimum 5 years of related work experience preferably in NGO sector. Candidates having additional professional qualifications and experience in handling procurement and HR management will get additional weightage
• Proven ability and skills in managing large procurements (which includes interfacing with vendors and suppliers; preparation of RFPs, leading bid evaluation process, preparation of meeting minutes and related documentation)
• Ability to prepare contracts and agreements for vendors, contractors and service providers, we well as sub-grantee partners
• Proven ability and skills in tracking various compliances (statutory, donor and organizational levels)
• Proven ability to support HR, procurement, and other administrative documentation.
• Proven ability of managing office administration
• Excellent oral and written communication skills in English. Proficiency in Hindi is desirable.
• Sound computer skills, including use of Internet and MS Office™ software
• Willingness to travel to all the project implementation states as and when required
• Ability to train and mentor the junior staff as well as the admin-finance staff of the projects in administrative and HR management.
• Ability to work independently and as a team player in a complex, multicultural environment.

Key responsibilities of the Administrative Officer:

• Tracking all organizational, donor and statutory compliances along with timelines for the comprehensive administrative, financial and HR functioning
• Day-to-day office administration, supervision for office cleaning and maintenance, filing, photocopying, maintaining different registers, including staff attendance register, correspondence, courier, office stocks, petty cash etc.
• Taking charge of all procurements dealing with suppliers, vendors and service providers and ensuring to follow organizational and donor policy and compliances. Ensure to complete all documentation also
• Preparation of contracts and ToRs for suppliers, vendors, and consultants
• Providing support to projects and Chennai team for procurement related process and documentation.
• Taking charge of HR management (which includes providing supports in staff recruitment process, maintain personnel documents, files, HR database, staff attendance and leave records, validate monthly salary calculations, assist in collecting tax related documents etc.), tracking and documentation. It includes preparation of letters, contracts and other required documents for the employees and consultants
• Providing support to projects and Chennai team for HR documentation, tracking and review of their documents on periodic basis
• Assets and inventory management (including maintenance of assets and inventory registers, up-keep and maintenance of all assets and equipment, timely purchase of asset insurance)
• Managing the Storage facilities of SAATHII
• Attending various important meetings and support the project leadership in taking notes and preparing minutes
• Scheduling meetings and conferences for project leadership and other stakeholders
• Train and mentor administration team members across project offices and partners through supportive monitoring visits.
• Undertake any other activities as required by the project and/or organization.

Remuneration: Salary will be commensurate with skills, qualifications, years ‘of experience and current pay scale.

To apply:

Please submit a comprehensive CV in English with a supporting cover letter. Please fill-up the mandatory details in the following tabular format in the cover letter:

Name
Age (as on 1st Nov 23)
Highest education qualification
Total work experience in the relevant field
Years of work experience in GFATM funded project (if applicable)
Present Location
Present Employer
Preferred Location
Email ID
Mobile No
Gender
Current Salary (monthly)
Expected Salary (monthly)
Notice Period
Name of Three Referees (including a current or most recent employer)

Applications should be sent by e-mail to the following addresses, and clearly specify the Position Title and Job Code.

SAATHII has zero-tolerance towards harassment (whether sexual or non-sexual) or any form of abuse, including – but not limited to – harassment and violence targeted at children and women, PLHIV, gender non-conforming persons and member of the LGBTIQA+ communities.

SAATHII seeks qualified and experienced applicants who can work in a multi-cultural environment with diverse teams comprised of people of diverse religious and language backgrounds, sexual orientations, and gender identities. SAATHII is a secular institution working to create an environment of zero tolerance for prejudice based on religion, caste/community, gender, sexuality, and gender expression.

The salary will commensurate with the candidate’s skills and experience and aligned with the existing market values.


Qualified applicants who are HIV-affected, women, and/or belonging to sexual/gender minority populations are encouraged to apply.

Email to send applications : jobs@saathii.org

Job Code must be mentioned in email subject: SAATHII/Chennai office/AO/1123/490
Closing date : Nov 28, 2023

Please send both CV and Cover letter as attachment. Avoid writing cover letter in email body. Position Title and Job Code must be mentioned in email subject.