Associate: Administration (Procurement & Logistics Support)

• Plan and organize meetings, events, and conferences, including booking meeting rooms and arranging refreshments as needed.
• Coordinate logistics to ensure all events run seamlessly, meeting the organization's standards quality and efficiency.
• Manage vendor relationships to ensure the timely availability of office and program supplies in line with organizational policies.
• Conduct annual vendor validation, maintain a comprehensive vendor database, and evaluate vendors post-delivery of goods or services.
• Support procurement processes, ensuring thorough documentation from the initiation of purchase requests to vendor payments after satisfactory delivery of goods and services.
• Maintain insurance and AMC records for all office assets and services, ensuring timely renewals.
• Manage administrative budgets, track expenses, and process invoices.
• Support in preparing and completing expense reports to facilitate transparent financial tracking and reporting.
• Support in ensuring the smooth day-to-day functioning of the office by effectively managing resources and supplies.
• Monitor and maintain inventory levels to avoid shortages, ensuring uninterrupted office operations.
• Manage the inward register of couriers, payments and advance requests and share it with finance and accounting team for further payments.
• Arrange travel and accommodation for staff, consultants, and board members, adhering strictly to the organization's travel policy.
• Manage travel logistics, including ticket bookings (air, rail, road), visa formalities, and accommodations for both domestic and international trips.
• Oversee logistics for national and international visitors, ensuring a positive and well-organized experience.
• Update and manage the fixed asset register, conducting physical verifications at least once a year.
• Verify bills for goods and services received and submit them to the finance team for timely payment processing.
• Coordinate with the Finance & Accounting team to settle accounts related to travel agents, training programs, events, and regular office expenses.
• Provide back-up administrative support in the absence of line manager.
• Follow the organizational work plan and individual activity plan, ensuring deliverables are completed with quality and on time.
• Uphold the mission/vision and values of Alliance India and work within its equal opportunities framework, demonstrating the behaviours and competencies appropriate for the position.

• Bachelor’s degree in any discipline.

• 3–4 years of experience in administrative roles.
• Adequate expertise in procurement procedures, and logistics management for travel & events.

• Confident and well-organized self-starter with the ability to work independently and with minimal supervision.
• Strong administrative and planning skills, with keen attention to detail.
• Excellent written and verbal communication skills.
• Outstanding interpersonal skills, demonstrating judgment, initiative, tact, and discretion as required.
• Ability to collaborate effectively in teams as well as work autonomously.
• High proficiency in Microsoft Office applications, including Word, Outlook, PowerPoint, and Excel.
• Fluency in English and Hindi.
• Willingness and ability to travel within India.

• Basic understanding of development issues and the HIV epidemic in India.
• Experience working with travel or event management organisations is advantageous.
• Previous experience at the state or national level NGOs.

The position requires a strong commitment to HIV/AIDS and sexual and reproductive health and NGO activities in India, and a strong interest in and understanding of the relevant issues.