Role- Admin Assistant (Bhopal, Madhya Pradesh)
Overview:
WJCF is an Indian non-profit organisation committed to saving lives by reducing the burden of disease and strengthening government-owned, high-quality health systems. Since 2007, WJCF has combined data-driven approaches and deep public health expertise with strong government partnerships to design, implement, and scale solutions across India’s national and state health programmes.
WJCF works closely with, and under the guidance of, various divisions of the Ministry of Health & Family Welfare and Departments of Health at the state level, providing technical and operational support across a broad portfolio of programmes. These include thematic areas like hepatitis, HIV/AIDS, tuberculosis, vector-borne diseases, syphilis, cervical cancer, diabetes, maternal and childhood anaemia, immunisation, under-5 diarrhoea and pneumonia, sexual and reproductive health, Ayushman Bharat Pradhan Mantri – Jan Arogya Yojana (AB PM-JAY), Ayushman Bharat Digital Mission (ABDM), hypoxemia and oxygen, safe drinking water, sickle cell disease, presbyopia, lead poisoning, and cross-cutting thematic areas like AI and Health, integrated disease surveillance, and climate and health.
Beyond national-level engagement, WJCF currently supports programmes across 20 states: Bihar, Chhattisgarh, Delhi, Gujarat, Haryana, Jammu & Kashmir, Kerala, Ladakh, Madhya Pradesh, Maharashtra, Punjab, Rajasthan, Sikkim, Uttarakhand, Uttar Pradesh, Nagaland, Meghalaya, West Bengal, Karnataka and Tamil Nadu.
WJCF’s unique competency lies in its ability to fuse data-driven approaches and management principles with multi-layered public health expertise to identify barriers to access and implement innovative solutions at scale. WJCF executes interventions across policy building and strategic planning, research and evidence generation, governance strengthening and analytics, capacity building, data and ICT design, implementation monitoring, commodity introductions and access deals, new technology introductions, and beneficiary and community engagement.
WJCF’s team comprises talented, diverse professionals from analytics, consulting, public and private healthcare, the development and social sector, and academia. Our teams include highly experienced field operatives who collectively bring hundreds of years of experience managing public health programmes at district and sub-district levels across the country.
Role overview:
We are looking for a highly motivated individual with outstanding credentials and experience in dealing with office administration and procurements. The individual will be responsible for the day-to-day administration and procurement process for WJCF Bhopal office functions.
An ideal candidate should have excellent communications skills, should be able to function independently, be self-motivated, and can thrive in a challenging multi-cultural environment. We place great value on relevant personal qualities like resourcefulness, responsiveness, tenacity, positive energy, and belief in work ethics. The ideal candidate is expected to have an innovative approach and have an eye for details, be able to judiciously manage funds earmarked for administration and procurement whilst adhering to the highest compliance standards and stringent reporting requirements. He / She should be able to proactively manage the administration and procurement function to ensure minimum disruption to the day-to-day activities. The Admin and Procurement Officer will report directly to the State Lead and will be based out of Bhopal.
Responsibilities:
- Manage office administration and logistics, including arrangements for internal/external meetings, travel bookings, workshops, events, donor visits, audits, and other official activities.
- Lead procurement and vendor coordination for goods and services, including RFQs, quotations, bid evaluation, comparative statements, procurement panels, and preparation of purchase/work orders in line with organisational policies.
- Coordinate program material dispatch and supply chain activities, including pre- and post-shipment inspections and ensuring timely delivery to various locations.
- Review and process vendor and staff invoices, ensuring accuracy, completeness of supporting documents, and timely submission to Finance; manage petty cash as required.
- Maintain office records, vendor database, files, trackers, and documentation, ensuring proper filing, accessibility, confidentiality, and compliance with organisational requirements.
- Supervise office maintenance and support staff, including security guards and other office support personnel, ensuring smooth day-to-day functioning and adherence to assigned responsibilities.
- Maintain and monitor office assets and equipment, including asset records, periodic physical verification, and ensuring office equipment is functional and serviced as required.
- Ensure compliance with organisational policies, donor requirements, and statutory procedures, and provide administrative support during audits, and other compliance reviews.
- Undertake additional administrative responsibilities and assignments as delegated by the reporting manager, as required for smooth office and program operations.
Qualifications:
- Bachelor’s degree in Business Administration, Finance, Commerce, or a relevant field, with 2–4 years of relevant experience in administration, procurement, finance, or office management, preferably in a development or non-profit organisation.
- Strong communication and interpersonal skills, with the ability to coordinate effectively with staff, vendors, program teams, and other stakeholders.
- Proficiency in MS Office applications, particularly MS Excel, with the ability to maintain trackers, records, and administrative databases.
- Fluency in Hindi and working proficiency in English, with the ability to communicate effectively in both verbal and written formats.
- Good organisational and coordination skills, with the ability to manage multiple tasks, timelines, and priorities effectively.
- Attention to detail and ability to follow standard processes and procedures, including procurement, documentation, finance, and compliance requirements.
- Ability to work independently with general supervision, take ownership of assigned responsibilities, and contribute effectively to overall program and office operations.
Note: This role is on 3rd Party Payroll
Form Link to Admin Assistant - Here