ROLE PROFILE
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Job Title:
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Associate
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Functional Area:
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Administration
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Reports To :
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Sr Manager-Administration
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Location:
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New Delhi
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Travel Required :
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10%
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Effective Date:
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August 2026
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IHAT PURPOSE AND PRIORITIES
India Health Action Trust was instituted in 2003 as a Charitable Trust with a vision to meaningfully impact the lives of vulnerable and marginalised people by addressing health and social inequities. The Trust is working towards reducing inequities by developing comprehensive and sustainable programmes to improve population health. Since its inception, IHAT has been working closely with the Government of India and state governments, including Uttar Pradesh, Madhya Pradesh, Bihar, Rajasthan and Delhi to achieve public health goals. Our work is focused in areas of prevention and control of HIV and Tuberculosis, in achieving significant improvements in Reproductive, Maternal, Neonatal and Child Health, improved Nutrition among mothers and children, and strengthening health systems. We use program science to optimise and scale public health programs while partnering with the governments and communities.
ROLE PURPOSE :
The Associate-Administration will be responsible for the day-to-day operations. Their role will consist of office management, complete logistic solutions, event management, vendor management, asset management, bill processing and payments follow-ups etc. The position of Associate-Administration demands for the responsibility of an independent administrator, and coordination with the office /project teams.
DIMENSIONS OF THE ROLE:
- Office Management – Maintaining Stock Register of stationery and pantry items purchased, recording their entry in the stock, subsequent issuance, and reconciling every month the actual physical stock vis-a-vis the ones per book records, Undertake AMCs and Insurances of assets.
- Travel & Logistics Management – Tickets booking as may be needed, Local Travel Arrangements. Regular liaising with Vehicle Vendors to feedback on the quality of services received, vehicle condition, driver’s disposition etc.
- Events Management - Organizing meetings, trainings, conferences and any other events, either in the office or at outside venues. This area encompasses, but is not limited to, proper arrangement of Conference Halls, Stationeries, Refreshments, Lunch /Snacks/High Tea arrangements.
- Vendor Management - Maintaining Vendor Contracts like Hotels, Vehicle vendors, Printers, General Order Suppliers etc. Facilitating Vendor Assessment and recommending renewal or otherwise of such contracts, with due justifications and practical/proper rationale.
- Asset/Inventory/Document Management - Inventorying all Assets/consumables, office records and keeping updated.
- Infrastructural Review – Undertake regular review of the existing infrastructure in the Office and in accordance, recommend changes and/or upgrading. The post holder may have to travel to other project offices to undertake such review in those office(s).
- Bills Processing – Play a key role in verification of incoming bills against actual events, processing them, preparation of summary and tracking sheet for Finance to pay these.
- Coordination: Coordinate with other locations/project offices for logistics, events, bill processing, payment status etc.
- Miscellaneous - Any other tasks as may be required to be performed, as assigned by the supervisor.
QUALIFICATIONS:
Experience:
- Bachelor’s degree. Master degree will be preferred.
- At least 2 years of relevant experience in Administration, in an NGO/INGO of repute.
- Substantial experience of working with multiple offices located at different places.
- Demonstrated ability to produce results.
- Excellent knowledge of PC operations.
- Must be fluent in English and Hindi.
CRITICAL COMPETENCIES:
- In-depth understanding of the development sector.
- Ability to deal with ambiguity and diversity in work areas.
- Ability to multi-task and prioritize work and meet tight deadlines.
- Ability to develop and sustain cordial relations with key stakeholders.
- Pronounced Negotiation Skills - Ability to negotiate the best deals for IHAT, ensuring value for money.
- Excellent interpersonal, communication and people management skills.
- Ability to function effectively as a team member with due respect to multi-cultural, ethnic and linguistic diversities in a team.
KEY RELATIONSHIPS :
- Internal: Admin and Finance teams in Delhi and other IHAT locations
- External: Fellows, Consultants and Service providers.
IHAT’S VALUES IN PRACTICE:
Community Centric: It is the communities we serve and the community at IHAT that drives us forward.
Think Sustainability: We believe in engaging with the government and communities to scale up and sustain positive outcomes
Scientific and Innovative: We relentlessly pursue scientific rigour and adapt our work in the face of new evidence. We encourage out of the box thinking and challenge ourselves to do better.
Interdisciplinary: We foster discussion, debate and deliberation across disciplines to arrive at the best possible solution.
LEVEL OF CONTACT WITH CHILDREN
Low Contact – Low frequency of interaction with children
Statement on IHAT's Commitment to Gender Equality, Diversity, and Inclusion:
IHAT is an equal opportunity organization. At IHAT, we are dedicated to fostering an environment that values and respects gender equality, diversity, and inclusion. We believe that a diverse and inclusive workplace is essential for driving innovation, creativity, and success. We are committed to ensuring that every individual, regardless of gender, race, ethnicity, sexual orientation, or any other characteristic, is treated with dignity and respect.
Commitment to Safeguarding, Protection from Sexual Exploitation and Abuse (PSHEA), and Consent Seeking:
IHAT is unwavering in its commitment to safeguarding all individuals associated with our work. We prioritize the safety and well-being of our employees, partners, and the communities we serve. We strictly adhere to policies and practices that protect against sexual exploitation and abuse and emphasize the importance of consent in all interactions.
Transfer of Commitment :
As part of our Terms of Reference, IHAT requires that all hired agencies, partners and individuals uphold these same standards. This includes a firm commitment to safeguarding, protection from sexual exploitation and abuse (PSHEA), and consent seeking. We expect our partners, agencies and individuals working with us to sign into the required policies and integrate these principles into their operations, ensuring a safe and respectful environment for all.
HOW TO APPLY:
Candidates should visit https://www.ihat.in/vacancies/ page to submit their application. Only a complete application submitted through the online portal before the closing date will be considered.
We will be following a systematic selection process to fill this position based on experience, competency and suitability. Shortlisting for the posts will take place soon after the closing date. Only shortlisted candidates will be invited for an interview. If you have not heard from us within six weeks of the closing date, please assume that the current IHAT positions are unable to accommodate you at the moment. It is also not possible for us to provide you with specific feedback because of the volume of applications we receive.
IHAT does not charge any application, processing, training, interviewing, testing, or other fees in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it.
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