Job Description
|
Job title
|
District MIS & Admin Officer
|
|
Grade
|
7
|
|
Location
|
Gaya, Bihar
|
|
No of Position
|
1
|
|
Reporting to
|
District Coordinator
|
|
Contract Duration
|
March 31, 2027
|
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/
Roles & Responsibility:
MIS reporting on monthly basis:
- Compile program progress from field team and update in MIS by 5th of every month
- Support project review by District Coordinator for MIS closure by 10th of every month
- Collect means of verification from field team and filing
- Conduct physical verification of work done and flag concerns to District Coordinator
- Support in commissioning of Assessment/Surveys and data collection and management
- Ensure timely submission of reports and MIS data with District Coordinator
- Preparation and timely submission of the MIS Project documentation to the WAI and donor as per the timelines
Reporting:
- Development and submission of different reports, such as Weekly MIS reports and Monthly MIS reports.
- Support District Coordinator for the preparation of monthly reports and any other reporting requirements.
Others:
- Understand the project plan and Budget
- Support the planning, Budgeting and Reforecast exercise for the project
- Collect relevant primary and secondary data for the project
- Identify potential case studies from the project location and document
- Perform any other duties for furthering WAI’s programme implementation as may be assigned by District Coordinator
Administrative requirements:
- Manage the front office, oversee housekeeping, hospitality and logistics
- Maintaining staff attendance registers, leave records, time sheets, various administrative registers.
- Management of office expenses and office routine supplies
- Review incoming correspondence and distribute them and prepare responses as directed
- Responsible for different hardware activities for RFQ, quotation collection, Comparative statement preparation, PO Preparation, vendor contract preparation, bill collection and timely booking to accounts
- Maintain a current list of contact of vendors for printing office stationery and manage procurement of office consumables and supplies for office pantry
- Safekeeping and proper filing of all HR files, RFQ files, contract files, timesheet and all admin related documents
- Asset management which includes ensuring assets safekeeping and maintaining / updating fixed asset and inventory register
- Maintaining stock and asset register and updating it regularly.
- Maintain track of bills received and support in processing all payment requests after satisfactory verification of authorizations and submitted supporting documents (invoices etc.) as per JSCF Policy.
- Filing of vouchers and maintenance of records on daily basis
- Reviewing employee’s expenses reimbursement claims (Local Travel, Per diem etc.), reviewing claims as per policy.
Eligibility and Qualifications:
Education
- Post-graduate / graduate degree (or equivalent) in science, social sciences or similar fields
Experience
- Work experience between 2-3 years in a similar organizational/ functional context
- Experience of using MS-office especially Strong Excel skills
- Experience in Report writing/Donor reports preparation
Skills, Aptitude and Attitude:
- Professional language proficiency in English, Hindi. Knowledge of Magahi would be an added advantage.
- Experience in MIS, Survey /Assessments
- An analytical mind with great attention to MIS details and process, high level of careful MIS work.
- Willingness to travel extensively.
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.
WaterAid India (Jal Seva Charitable Foundation) is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people and adults. WaterAid India expects all staff, volunteers, vendors and anyone representing WaterAid to share this commitment through our code of conduct and the Safeguarding policy.
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.