Job Description
Job title: Admin Coordinator – SCMS Project
Department: Program Implementation
Location : New Delhi
Reporting to: Admin Manager
Grade: C
Project Duration:
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 INDIA
PIIC is a nationally registered not for profit organization striving to advance children’s rights and equality for girls, thus creating a lasting impact in the lives of vulnerable and excluded children and their communities.
Since 1979, PIIC and its partners have improved the lives of millions of children and young people by enabling them access to protection, quality education and healthcare services, a healthy environment, livelihood opportunities and participation in decisions which affect their lives. To know more about PIIC visit www.planindia.org
PROJECT OVERVIEW:
The “Supply Chain Management Strengthening (SCMS) Project for HIV/AIDS drugs” aims to strengthen the technical capacity of the National AIDS Control Organization (NACO) and State AIDS Control Societies (SACS) to design, manage and monitor supply chains for improved access and availability of high-quality ARVs drugs, diagnostics and other commodities across India. The Project is led by Plan International (India), the Sub Recipient (SR) for the HIV Supply Chain grant under the Global Fund to Fight AIDS, Tuberculosis and Malaria (GFATM) for India to support NACO’s response to AIDS epidemic.
The SCMS Project will be implemented by Plan International (India Chapter) as SR in collaboration with JSI R&T India Foundation as Sub-Sub-Recipient and 3PL services providers by the private sector. JSI R&T is mandated to provide technical assistance for improvement of the supply chains of ARV drugs, diagnostics and other commodities under NACP at regional and state level. The project will also leverage the private sector for the distribution of ARV drugs, diagnostics and other commodities to ensure the availability and accessibility of drugs and commodities of the program across facilities
JOB SUMMARY:
The Admin Coordinator will functionally report to the Manager Administration and will work closely with the SCMS Project Team to provide day-to-day support in office management and logistics for the project.
Responsibilities:
Admin Coordinator will work in close coordination with SCMS project team and provide all support to ensure the smooth implementation of the SCM project and will be responsible for the following major activities:
• Implement end-to-end office administrative services, as per the defined policies/ processes and budgets.
• Prepare purchase requisition for all the procurement requirements of the SCMS project in close coordination with SCMS Project team
• Organize quotations (for hotels and air fares) and assist in preparing budgets for visits, meetings, workshops and events. Ensure that hotel empanelment is done for the frequently visited places.
• Assist in preparing travel requisitions in electronic Information Management System (eIMS).
• Responsible for ensuring timely travel and logistical arrangements related to visits, meetings, workshops and events. This includes coordination for requisite approvals, arranging for flights/ trains, airport transfers, local conveyance, hotel bookings, conference rooms, refreshments, etc.
• Ensure that all the SCMS project staff expense are prepared, reviewed, submitted and reimbursed on time
• Coordinate with relevant internal / external stakeholders for effective execution of visits, meetings, workshops and events, as required.
• Serve as the primary liaison between the SCMS project team and external stakeholders, including vendors and logistics providers, to ensure smooth execution of all project-related activities.
• Ensure preparation of conference / meeting kits as requested by SCM staff
• Focal point for the travel agents for SCM Project and to monitor the level of service provided by them.
• Verify all the bills sent by hotels / travel agents after completion of visits, meetings, workshops, events, etc., and submit these to Accounts for further processing.
• Responsible for preparation of regular (monthly/quarterly/annual) management reports, relating to Administration and Logistics.
• Build and maintain positive working relationships with all members of staff and contacts both within and outside the project and provide support to the staff on issues relating to Administration and logistics
• Ensure timely and effective resolution of administration-related issues and queries.
• Other appropriate duties as assigned by supervisor and Dy. Director – SCM
Education and Experience:
• Graduate degree in any disciplines
• Ability to listen, respond and relate with respect, empathy and congruence.
• Strong analytical skills and good IT skills – ability to use MS Office.
• Strong problem-solving, innovative and creative thinking skills.
• Strong organisational and time management skills to meet deadlines.
• Ability to work independently and as part of a team
Travel Requirement: As required
Compensation and 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 along with a suitability note (single Word document only) for the position of “Admin Coordinator –SCMS Project” at planindiacareers@planindia.org.Please mention “Admin Coordinator –SCMS Project” in the subject line. The last date for sending applications is 15 June 2026. Please mention your current salary and expectations along with applications. Applications without this information will not be accepted.
Considering the volume of applications only shortlisted candidates will be contacted by the HR Team.
Please note applications are being assessed on a rolling basis.