Key Details
Position: Manager – Administration and HR
Location: Bodhgaya, Bihar (travel to project locations and others as needed)
Reports to: Lead – HR, Admin & OD
Supervisory Role: Admin Coordinator and office support staff
Employment Type: Full-time
At Karuna-Shechen, we seek leaders who embody our organizational values in both their work and relationships. We value individuals who create the team, cultivate joy, listen deeply, act with kindness, remain effective, welcome the unknown, express gratitude and practice Right Speech. These values guide the way we work together, engage with communities and serve others.
Position Overview
The Manager – Administration and HR is responsible for the smooth, efficient, and cost-effective functioning of administrative systems across head office and field offices. The role covers facilities (Clinic, Vocational centre) and office management, procurement and vendor management, asset and inventory control, travel and logistics, and administrative compliance. This position supports the Lead – HR, Admin & OD in building well-governed, service-oriented administrative systems that enable programme delivery and a productive work environment.
Core Responsibilities (70%)
• Manage office and facilities operations across field and regional offices: utilities, upkeep, maintenance, repairs, cleanliness, and security arrangements.
• Lead procurement of goods and services: vendor identification, quotations, comparative statements, purchase orders, and follow-through on delivery.
• Maintain the asset register and inventory: tagging, periodic physical verification, allocation, movement tracking, and disposal of assets.
• Coordinate staff and visitor travel, accommodation, transport, and event/workshop logistics.
• Administer contracts, leases, rental agreements, AMCs, insurance, and timely renewals of licences and registrations.
• Oversee front-office, reception, courier, communication, and record-keeping systems.
• Manage administrative budgets, petty cash, and expense tracking; ensure documentation for audits and donor requirements.
Link Responsibilities (15%)
• Coordinate with Finance on procurement payments, vendor invoices, reconciliations, and administrative budgets.
• Support HR on onboarding logistics (workstations, ID cards, asset allocation) and workplace statutory/office compliance.
• Liaise with vendors, service providers, landlords, and government offices for approvals, licences, and registrations.
Systemic Responsibilities (15%)
• Develop and improve administrative SOPs, procurement SOPs, and cost-optimisation and sustainability initiatives.
• Strengthen administrative capacity at regional and project levels through standardised systems and support.
• Promote workplace safety, orderliness, and an efficient, well-organised working environment.
Qualifications & Experience
Required
• Bachelor's or Master's degree in Business Administration, Management, or a related field.
• Minimum 10 years of progressive administration and operations experience, preferably in the development or nonprofit sectors.
• Good knowledge and exposure of travel and logistics operations.
• Experience of working in MIS systems for budget estimation and approvals.
• Experience of asset management and allocation.
Preferred
• Working knowledge of procurement processes, vendor management, and administrative compliance.
• Experience managing multi-office and field-based administrative systems.
Skills & Competencies
• Office and facilities administration
• Procurement and vendor management
• Budgeting, cost control, and documentation
• Strong organisational, coordination, and interpersonal skills
Personal and Behavioural Competencies
• Lead with integrity, humility, accountability and a strong commitment to equity and inclusion.
• Build collaborative, respectful and trusting relationships across teams, partners and communities.
• Foster a culture of learning, innovation, continuous improvement and shared accountability.
• Balance strategic thinking with operational excellence, ensuring attention to both processes and outcomes.
• Demonstrate sound judgement, resilience, adaptability and a proactive, self-driven approach in dynamic and complex environments.
• Remain field-oriented and responsive to community realities while maintaining high professional standards.
• Model the organisational values of Karuna-Shechen in all professional interactions.
To Apply: https://forms.gle/KijNqHuiTdgQxHDW7