TERMS OF REFERENCE
Role: HR & Admin Officer – Malaria Project
Department: Program Implementation
Function :HR & Admin
Travel : As required
Base Location: Delhi
Contract Duration: 1 year
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 Global Fund is supporting “Intensified Malaria Elimination Project-III (IMEP-III)” for the grant period April 2024 – March 2027 within the existing framework of National Center for Vector Borne Diseases Control (NCVBDC). Under the IMEP-3 grant, PLAN INDIA has been selected as Sub-Recipient to work in High endemic districts for the states of Odisha and Tripura
KEY FUNCTIONS / RESPONSIBILITIES
Talent Acquisition & Recruitment:
• Create and post job openings across platforms
• Manage end-to-end hiring: sourcing, screening, interviews, onboarding
HR Documentation & Compliance:
• Issue offer letters, agreements, and maintain employee records
• Support audit compliance through accurate documentation and filing
• Maintain all the records and documentation in hard copy as well as scanned copy
HR Operations & Reporting:
• Update and maintain HR trackers and databases management
• Leave, Attendance and Payroll inputs
• Provide administrative support for day-to-day HR operations
Logistics:
• To assist for logistics requirements of all events / conferences organized for the project
• To coordinate with the participants and logistics management agencies for hassle free logistics arrangements considering the safety, security, hygiene, locations and prices
• To consolidate and keep a record of various utility bills and forward the bills to the Accounts teams for payments
• Support in processing of reimbursement and travel claims of staff and volunteers
Administrative Responsibilities:
• Implement end-to-end office administrative services in line with defined policies, processes, and approved budgets.
• Manage and maintain office supplies, including pantry items, stationery, company letterheads, envelopes, and housekeeping materials.
• Ensure proper hospitality services are provided to guests and visitors in a timely and professional manner.
• Ensure timely and effective resolution of all administration-related issues and queries.
• Obtain and organize quotations for hotels and airfares, and assist in preparing budgets for visits, meetings, workshops, and events; ensure hotel empanelment for frequently visited locations.
• Coordinate and ensure timely travel and logistical arrangements for visits, meetings, workshops, and events, including requisite approvals, transportation, accommodation, conference facilities, and refreshments.
• Liaise with relevant internal and external stakeholders for effective planning and execution of visits, meetings, workshops, and events.
• Verify all bills received from hotels and travel agents following visits, meetings, workshops, and events, and submit them to the Accounts department for processing.
• Prepare regular (monthly, quarterly, and annual) management reports related to Administration and Logistics.
Essential Requirements:
• Graduate / Post Graduate / MBA-HR (preference), Management or related field and
• Minimum of 1-2 years’ experience in HR & Admin/Admin/ Admin-finance profile
• Strong interpersonal & communication skills
• Prior experience in NGO sector
• Preferably native of Delhi
Desirable Skills
• Excellent Communication & interpersonal skills
• Quick Learner
• Good team player
• Willing to take additional responsibilities
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 in one file (Word Format only) for the position of “ HR & Admin Officer - Malaria Program” at planindiacareers@planindia.org please mention “HR & Admin Officer Coordinator- Malaria Program ” in the subject line Please mention your current compensation details in your resume.
Please note applications are being assessed on a rolling basis
Last date for sending applications is 26th July 2026.
Given the volume of applications received, only shortlisted candidates will be contacted.