Administration Officer

PROFILE SNAPSHOT

Designation: Officer- Program Logistics

Role: He/ She required to assist with general logistic activities at the assigned program as well as for Central Operations work. He / She will be required to manage all logistics activities including the responsibility of assisting with the purchase and inventory management systems.

Educational Requirement: Graduation from any field

Experience: Minimum 3 to 5 years

Location: Across Mumbai

Reports to: Coordinator- Program Logistics

Apply: Applications are to be sent via email to belinda.menezes@snehamumbai.org with the Subject line: “Officer- Program Logistics”

COMPRESSIVE OVERVIEW OF THE POSITION

JOB PURPOSE:

This role is required to assist with general logistics activities at the assigned program as well as for Central Operations work whenever required. Will be required to manage all logistics activities including the responsibility of assisting with the purchase and inventory management systems. He / She has to coordinate with program team on daily basis to understand the logistic requirements for project office, centers and for all events/ campaigns/ workshops planned by the program and complete task at stipulated time. Communication with Coordinator – Logistic on time to time to complete the task.

CORE RESPONSIBILITIES:

Logistics Arrangements for Meetings, Events, and Visitors:

 Coordinate logistics for meetings, events, and visitor arrangements (venue booking, transportation, refreshments, etc.)

Support Project Teams:

 Support project team for maintaining petty cash for project related expenses

 To assist the purchase process for the assigned program – entry in purchase tracker, follow up with the vendors for timely submission of Invoice / challan etc.

Maintaining records of the purchases:

 Periodic visits to allocated program’s center’s/sites to understand / collate any requirements vis-a-vis maintenance, repairs, electrical connections

Supervision of Housekeeping and Pantry Services:

 Supervision of housekeeping and pantry services at project offices/ centers

Managing Logistics Tasks (Repairs, AMC, and Dispatch):

 Managing other Logistics tasks such as repairs and maintenance, AMC for Pest Control / water purifier/ water dispenser, dispatch and courier for assigned program

Administrative Support:

 Attending phone calls, filing, physical inspection of purchases, managing printing and stationery requirements, correspondence, etc. Fixed Asset Management:

 To assist with Fixed Asset Management –physical verification of assets in locations for the allocated program/s, maintaining record of the physical assets of the organization, periodic physical verification & keeping the track of the same. Timely maintenance whenever required.

Inventory Management Support:

 Assist with inventory management – physical inspection and count, data entry

Minor IT Troubleshooting Assistance:

 Minor IT troubleshooting assistance

Miscellaneous Logistics Tasks:

 Any other task/activity assigned to fulfill Logistics goals

Management responsibility:

 Report weekly to the Coordinator Logistics on the status of work

 Ensure documentation is complete on a monthly basis

DESIRABLE SKILLS FOR THIS ROLE:

 Willingness to travel within Bhiwandi & Mumbai