Admin Officer

Position

Admin Officer

Location

Himachal Pradesh, Maharashtra, Odisha

Reporting to

Operations Lead

About IPE Global Centre for Knowledge & Development (CKD)

IPE Global Centre for Knowledge & Development (CKD) is a not-for-profit organisation with a singular focus on women, adolescents and children. We relentlessly pursue building the agency of women, adolescents and children by providing equitable access to health, nutrition, education and 21st century skills, livelihood and employability. With a commitment to leave no one behind, our key principles of diversity, equity and inclusion drive all our goals.

CKD was incubated in 2013 by IPE Global Limited, an international development organisation with a track record of implementing multi-sectoral, large-scale, and high-impact development projects across continents. CKD leverages IPE Global's 27+ years of experience and knowledge for maximum impact.

Job Description

Position Summary

CKD is looking for eligible candidates for the position of Admin Officer for a large-scale maternal health and nutrition project. The Admin Officer (State Level) will be responsible for ensuring smooth administrative, logistical, and operational support for state-level project implementation. The role will support program teams, field staff, and partners by managing office administration, travel & logistics, vendor coordination, asset management, and compliance with organizational and donor requirements.

Key Responsibilities

1. Office Administration & Facilities

• Manage day-to-day office operations at the state level.
• Ensure upkeep of office infrastructure, utilities, and office supplies.
• Coordinate with landlords, service providers, and AMC vendors.
• Maintain office records, files, and documentation (physical and digital).

2. Travel, Logistics & Event Support

• Coordinate travel bookings (air/train/bus), accommodation, and local conveyance for state teams and visitors.
• Support logistics for state-level meetings, workshops, trainings, and review meetings.
• Maintain travel records and support timely submission of travel reimbursement documents.

3. Vendor & Service Provider Management

• Identify, empanel, and coordinate with local vendors (hotels, printers, transporters, caterers, etc.).
• Obtain quotations, comparative statements, and support vendor selection as per organizational policies.
• Track vendor deliverables and support timely payment processing with the finance team.

4. Asset & Inventory Management

• Maintain an updated inventory of laptops, peripherals, data cards, and other office assets.
• Coordinate asset handover and retrieval during onboarding and exit of staff.
• Ensure proper tagging, maintenance, and periodic physical verification of assets.

5. HR & Onboarding Support

• Support onboarding and induction of state-level staff, interns, and consultants.
• Coordinate issuance of ID cards, access, and basic HR documentation at the state level.
• Act as the first point of contact for administrative HR queries at the state office.

6. Finance & Compliance Support

• Support the finance team in collection, verification, and submission of bills, invoices, and supporting documents.
• Ensure documentation is maintained as per donor and audit requirements.
• Assist during internal and external audits at the state level.

7. Coordination & Reporting

• Act as a coordination point between state teams and central admin/HR/finance teams.
• Share periodic administrative updates and reports as required.
• Support compliance with organizational policies and SOPs.

Qualification & Experience

Essential

• Bachelor’s degree in arts, Commerce, Management, or a related field.
• 3–6 years of relevant experience in administration, preferably in NGOs, development projects, or donor-funded programs.
• Strong coordination and organizational skills.

Desirable

• Good working knowledge of MS Office (Word, Excel, Outlook).
• Experience working at state level is highly desirable.
• Familiarity with procurement, travel, and vendor coordination processes.
• Ability to multitask and work in a deadline-driven environment.
• Strong communication and interpersonal skills.
• Willingness to travel within the state as required.

Contract Type and Period

This will be a fixed term contract.

The contract will be initially for a period of one year, extendable thereafter, based on performance. CKD is a fast-growing organization with a large portfolio of programmes across India and there could be opportunity for long term association for exceptionally good candidates on mutually agreed terms.

Compensation

The compensation package will be commensurate with qualification & experience and the last salary drawn.

How to Apply

Eligible candidates interested in the position are requested to email their application along with their detailed CV, mentioning 2 references to hr@ipeckd.org. Please mention the name of the position and preferred state in the subject line (Eg: Admin Officer - Chhattisgarh) and notice period, date of joining, current salary/last drawn and expected salary In the email body

CKD is committed to adopting fair, objective, and inclusive employment practices that uphold equal opportunity and foster diversity. We strive to ensure that all employees and prospective employees are treated with dignity and respect at every stage of the employment cycle. Guided by our commitment to diversity, equity, and inclusion, we aim to cultivate a workplace that reflects and responds to varied experiences and perspectives.