JOB DESCRIPTION
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Position:
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Manager - Administration
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Department:
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Administration &
Procurement
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Role:
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Manage and oversee day-to-day general administration, including office operations, assets, MIS, and compliance.
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Reporting Relationship:
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Country Director
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Location:
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New Delhi
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Number of Positions:
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01
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Grade Level
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E
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Nature of Employment:
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Full Time
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AMERICAN INDIA FOUNDATION TRUST
The American India Foundation Trust (AIF) is committed to improving the lives of India’s underprivileged, with a special focus on women, children, and youth. The Foundation does this through high-impact interventions in education, health, and livelihoods because poverty is multidimensional. Founded over two decades ago, in the aftermath of the devastating Gujarat earthquake, as a humanitarian initiative by the then Prime Minister of India, Atal Bihari Vajpayee Ji, and the U.S. President, Mr. Bill Clinton, AIF has impacted the lives of more than 19.63 million of India’s poor across 35 States and Union Territories of India. Registered as a Trust in India, with an independent Board of Trustees, AIF adheres to strict financial and governance standards, ensuring transparency, accountability, and responsible management of resources. As per statutory mandates, AIF is registered under 80G, and 12A. These registrations and certifications are tangible evidence of the organization's existence, credibility, and compliance with the applicable legal and regulatory frameworks while demonstrating a firm commitment to its vision and mission. Learn more at
https://aif-india.org/
ROLES & RESPONSIBILITES:
JOB SUMMARY
The Administration Manager will deal with every aspect of operations related to General Administration. S/he holds specific responsibility to provide support in all tasks including office administration & management, asset management, MIS, Compliances, etc.
- Supervise and monitor Admin Officer, office assistants, and housekeeping staff to ensure smooth daily operations.
- Ensure efficient day-to-day administration of offices, including facilities management, supplies, and upkeep.
- Manage office infrastructure, including lease renewals, new office setup, and maintenance of premises and equipment.
- Oversee vendor coordination, including negotiations, service quality checks, and timely settlements.
- Coordinate and manage travel, logistics, and accommodation arrangements, ensuring cost efficiency and compliance.
- Provide administrative support for meetings, events, conferences, and official visits.
- Ensure compliance with statutory and organizational policies (POSH, safety, hygiene, workplace standards).
- Maintain and strengthen office systems, including filing, documentation, inward-outward records, and correspondence.
- Oversee asset management, including tracking, register maintenance, insurance, and periodic audits.
- Monitor staff attendance systems and coordinate with HR for monthly records.
- Supervise petty cash management and administrative expenses.
- Support and coordinate with regional administration teams to ensure alignment and smooth operations.
- Assist in policy formulation and implementation of administrative procedures and guidelines.
- Perform any other tasks as assigned by the Functional Head.
Desired Education/Qualifications:
- Master degree preferably in business management.
Experience:
- Minimum 8-12 years of experience in Administration. Experience with a not-for profit would-be a plus.
- Successful candidate should be comfortable in proactively and openly communicating and understanding of various aspects of Procurements & Administration
- Excellent written and verbal communication skills in English.
- Previous experience managing a team
- Advanced literacy in Excel
- Power Point Presentation Skills
- Ability to multitask and track multiple projects and deadlines
- Experience of past working on any ERP software preferred.
- Working knowledge of excel spreadsheets
- Open to Travel as and when needed (estimated of 40% of the time)
KEY SKILLS AND COMPETENCIES:
- Consistently approaches work with energy and a positive, constructive attitude.
- A team player with strong interpersonal skills and ready to take on additional tasks.
- Demonstrates the ability to multitask.
- Thinks out of the box and has leadership skills.
- Strong analytical and data skills for dashboarding
- In depth knowledge and expertise of Procurements & Administration
OTHERS: Salary shall commensurate with experience.
POSITION AVAILABILITY: Immediate
AIFT is committed to fostering an inclusive workplace and ensures equal opportunity for all, without discrimination.