TERMS OF REFERENCE
Job title :Administration Manager – Truckers Wellness Project
Department :PI & SP
Location :Delhi
Contract Duration: Till 31 March 2027
Reporting : Project Director & Senior Manager- Operations
Travel Requirement :30%
Level Of Contact with Children: 2 – Sporadic or Occasional contact with Children
The position holder shall be responsible to adhere & work within the ambit of Plan India’s Safeguarding & Gender Equality Policies.
About Plan International (India Chapter)
Plan International (India Chapter) commonly referred to as Plan India, is an Indian registered not for profit organisation that is constantly striving to advance welfare and development for children and equality for all girls and women in India. Through its grassroots social development work, Plan India seeks to create lasting impact in the lives of poor and vulnerable children, their families and communities, by gender transformative child-centred community development.
Since 1996, Plan India has improved the lives of millions of children and young people by enabling them to access and benefit from the safety nets and schemes of the government for child protection, quality education and healthcare services, healthy environment, livelihood opportunities and participation in community development.
Project Overview
Plan India shall be implementing ‘Truckers Wellness Project.’ The project would cater to the truckers and allied population engaged in the transportation of goods and supplies.
Truckers play a pivotal role in sustaining the country's economy, ensuring the seamless movement of goods across vast distances, even during challenging times like the COVID-19 pandemic and other emergencies. Their contributions are crucial to the country's GDP, as they keep supply chains intact and industries operational. Despite their significant role, the health and well-being of truckers are often overlooked, leading to a range of health issues that can affect their quality of life and job performance.
The project intent to provide both health and non-health services with a focus on overall wellbeing by adopting person-centered and resource-effective approach to deliver various disease screening, mental health services, NCD checkup and common sessional ailments. A major thrust of the project would be to support the truckers and allied population in addressing their life style disorders. Therefore, a comprehensive package of services like resting space, recreational services, gym, toilet and bathing facilities would be created which would be utilized by the project beneficiaries as per their free will. The intervention would be implemented in close coordination with public and private health setup in the district and state.
Position Overview
The Manger – Administration will be reporting to the Project Director and dotted line reporting to Senior Manager Operations 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 overseeing, strengthening, and managing the operations and administration portfolio of the project, ensuring compliance with organizational policies, donor requirements, and statutory regulations.
Administration and Operations Management
• Ensure that Plan India policies, procedures, and donor guidelines are consistently applied across all project locations.
• Manage and maintain project assets, inventory, and materials in accordance with organizational and donor requirements, ensuring all assets are properly tagged and recorded.
• Maintain efficient office operations through effective administrative systems, filing mechanisms, documentation management, and office procedures.
• Coordinate with project teams to ensure uninterrupted availability of office supplies, consumables, and operational resources.
• Review and process administrative, utility, maintenance, and operational expenditures in compliance with organizational procedures.
Office and Facility Management
• Coordinate with field, program, and finance teams to ensure timely processing of office rentals and related payments across project locations.
• Support identification, assessment, and finalization of new office locations when required and facilitate legal vetting and execution of lease agreements.
• Ensure smooth functioning and maintenance of project offices and facilities, including electrical, plumbing, furniture, fixtures, and other infrastructure-related requirements.
• Ensure all project offices, equipment, and assets are adequately covered under insurance policies.
Procurement and Supply Chain Management
• Prepare and manage annual procurement plans in consultation with program and procurement team, aligning procurement activities with project implementation schedules and approved budgets.
• Coordinate with the procurement team to ensure timely, cost-effective, and compliant procurement of goods and services.
• Lead competitive bidding processes for high-value procurements and ensure adherence to organizational procurement policies and transparency standards.
• Conduct and supervise market assessments to evaluate vendor capacity, pricing trends, availability of goods and services, and cost competitiveness.
• Undertake field visits to assess supplier capabilities and procurement practices at project locations.
• Recommend alternative procurement approaches where standard organizational procedures cannot be effectively implemented, while maintaining compliance and accountability.
• Coordinate with procurement team to ensure procurement documentation is complete, accurate, and properly maintained, including requisitions, quotations, comparative statements, approvals, contracts, purchase orders, delivery notes, and payment records.
• Maintain and periodically update an approved vendor and supplier database.
Compliance and Capacity Building
• Ensure all procurement and administrative practices comply with local statutory requirements, donor regulations, and organizational policies.
• Identify compliance gaps and escalate concerns to management with appropriate recommendations.
• Build the capacity of project and field staff on administrative, procurement, and financial compliance requirements to ensure adherence to organizational procedures.
• Provide guidance to project teams on vendor engagement, procurement processes, documentation requirements, and invoice settlements.
Vendor and Contract Management
• Manage relationships with vendors, suppliers, contractors, and service providers to ensure quality, timely delivery, and value for money.
• Monitor vendor performance and contract compliance and address operational issues proactively.
• Support contract negotiations and service agreements in coordination with relevant departments.
Travel, Logistics, and Security Management
• Coordinate and manage travel, accommodation, transportation, and logistics arrangements for project staff in accordance with organizational policies.
• Oversee travel booking systems for local, national, and international travel requirements.
• Issue travel-related safety and security advisories and support risk mitigation measures for staff travelling within and outside India.
• Ensure appropriate logistical support for meetings, trainings, workshops, donor visits, and project events.
Reporting and Coordination
• Prepare periodic administrative, procurement, and operational reports for management and donors as required.
• Coordinate closely with program, finance, procurement, HR, and field teams to ensure efficient project implementation and operational excellence.
• Support audits, reviews, assessments, and donor monitoring visits by providing relevant administrative and procurement documentation.
Candidate Requirements
• Post Graduate with minimum 5 years progressive experience in administration function of middle to large scale organization.
• Experience in an International Development Organization would be an advantage.
• Excellent lateral co-ordination and resourcefulness traits
• 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.
• Should possess knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
• Knowledge of business and management principles involved in strategic planning, resource allocation, and coordination of people and resources.
COMPENSATION & EMPLOYMENT
Plan is an equal opportunity employer and qualified women candidates are encouraged to apply. Our policies and procedures reflect our commitment to child rights and child protection.
How to apply
Please send us your updated resume at planindiacareers@planindia.org . Please mention “Administration Manager” in the subject. Last day of application is 12th June 2026.
Given the volume of applications received, only shortlisted candidates will be contacted.
Applications will be assessed in rolling basis.