Job Description
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Job title
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Admin Officer
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Location
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Hyderabad
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No. of positions
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1
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Reporting to
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State Finance Coordinator
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Position Type
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3 years
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About the Organisation:
Jal Seva Charitable Foundation (JSCF) is registered in India as a not-for-profit company under Chapter 8 of the Companies Act, 2013. JSCF, is an associate member of the WaterAid federation and uses the brand name ‘WaterAid’ in India.
WaterAid India seeks to improve the quality of life of 5,000,000 households – with a special emphasis on the vulnerable by 2029 through the provision of climate-resilient and sustainable WASH services via demonstration, institution strengthening, and the effective utilization of public resources. We work in rural and urban areas and seek to deepen our presence in states we operate in and to work in small towns. Thanks to our amazing supporters, we have reached millions of people with these three essentials – clean water, decent toilets, and good hygiene – enabling communities to unlock their potential to break free from the cycle of poverty and to change lives for good.
We will not stop. Not until clean water, decent toilets and good hygiene are a normal part of everyday life for everyone, everywhere.
WaterAid India’s (WAI) country office is based in New Delhi with State Offices in Bengaluru, Bhopal, Bhubaneswar, Hyderabad, Lucknow, Patna and Raipur. We currently have a presence in ten states in the country.
WAI’s Programme focus in the next five years is on ensuring access to safe and assured drinking water in the households, as well as safely managed sanitation at both the household and habitation level. Further, we seek to ensure that anganwadi’s, schools and health care facilities have adequate and appropriate water, sanitation and hygiene infrastructure. Finally, we seek to create integrated water and sanitation solutions in small towns. In all of these efforts, ensuring climate resilience of infrastructure and systems is critical. We seek to do this through demonstration and the provision of technical and knowledge support to governments at all levels who can facilitate adoption on scale. Implementation is primarily through our own field teams. Further details about WAI can be accessed at https://www.wateraid.org/in/
Job Responsibilities:
A.Role in Administration:
- Ensure adherence to organization policies and procedures
- Responsible for managing administrative aspects of the State office and Project Offices at AP & Telangana.
- Provide necessary logistics support during staff visits for field travel and various meetings/training.
- Provide necessary logistics support to Meetings/Trainings.
- Maintaining staff attendance registers, leave records, Time sheet, various administrative registers.
- Responsible for office supplies, and maintaining adequate stock of consumables and stationery
- Oversee housekeeping and hospitality
- Ensure timely renewal for vendor empanelment contracts
- Follow procedures pertaining to logistics assistance and ensure required documentation
- Travel to project implementation locations and other places based on the requirements.
- Support in managing and calendar of appointments and activities of State Programme Director
- Oversee office administration and ensure smooth administrative functioning of State & Project
- Office
- Any other role and responsibilities assigned by the Line Manager.
B.Role in Procurement:
- Ensure effective and optimum utilization of the funds and budgets (value for money)
- Managing vendor empanelment, all procurements and ensuring adherence to organizational procurement and donor policies
- Ensure all procurements and logistical support for state level and district level activities
- Prepare purchase requisition form, placing RFQ, preparing comparative matrix and after approval of purchase committee issue purchase order / work order / rate contract for all procurements.
- Take part in Procurement Committee Meeting
- Maintenance of Procurement Committee Meetings minutes; documentation of purchase orders (complete and ongoing purchases)
- Asset management which includes ensuring assets safekeeping and maintaining / updating fixed asset and inventory register
- Maintaining stock and asset register and updating timely.
- Any other role and responsibilities assigned by the Line Manager.
C. Role in HR
- Coordinate with CO HR for staff recruitment.
- Ensure collection of joining reports and other necessary documents from new employee
- Safekeeping and proper filing of all HR files, RFQ files, contract files, timesheet and all admin related documents
- Maintain staff attendance, leave records & Time sheets
- Coordinate with CO HR about staff insurance related matters
- Coordinate with CO HR about staff full and final settlements
- Any other role and responsibilities assigned by the Line Manager
D. Role in IT
- Coordinate with IT person in IT related issues
- Maintain laptops and desktops and issue to the staff as and when required
- Ensure office internet working properly
- Give support to CO IT team in IT related matters
- Any other role and responsibilities assigned by the Line Manager
Qualifications and Experience:
- Graduate degree (Preferably Postgraduate in Commerce)
- At least 3 years experience in office administration/secretarial duties
Skills, Aptitude and Attitude:
- Working knowledge of MS Office (MS Word, MS Excel, MS Power Point etc.
- Verbal and written communication skills in Telugu, English and Hindi
- Good interpersonal and negotiation skills
- Data Management skills, Eye for details
- Ability to perform within deadlines
- High on Integrity
WaterAid India (Jal Seva Charitable Foundation) is an equal opportunity employer, committed to fostering a diverse, inclusive and respectful workplace. All recruitment decisions are made purely based on merit, qualifications and alignment with the role and organizational values - without discrimination on the basis of caste, religion, gender, sexual orientation, age, disability or any other status protected under Indian law.
All hiring is conducted directly by our internal team and via official communication channels, and we do not authorize any third party, individual, agency or external consultant to act on our behalf in any capacity related to recruitment. We do not charge any fees at any stage of the recruitment process including application, interview, selection or onboarding. Any communication claiming to offer employment with WaterAid India in exchange for money or through unauthorized channels should be considered fraudulent. WaterAid India will not be responsible for any loss or damage incurred by responding to such unofficial communication.
If you come across any suspicious recruitment posts in our name on social media pages or WhatsApp groups or receive such emails, calls, or messages on any medium, please verify them by writing to us at waindiahr@wateraid.org. We reserve the right to initiate legal action against individuals or entities misrepresenting the organization or engaging in recruitment-related fraud.