Job Description
Job title: Manager – Administration
Department: HR, OD & Operations
Reporting to: Sr. Manager – Operations
Grade : D
Location: ICO
Travel: 30%
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 Children & young People & Gender Equality Policies.
ABOUT PLAN INDIA
Plan India 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, Plan India 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. Plan India currently works directly with communities, government, donors and other civil society members and groups in 14 states across 19,000+ communities in 5,500 villages/ slums and has touched the lives of 1.9+ million children, out of which over a million are girls. Plan India is a member of the Plan International Federation, an independent development and humanitarian organization that advances children’s rights and equality for girls. Plan International is actively working in more than 70 countries.
1. Job Purpose:
The Manager – Administration will be responsible for planning, managing and strengthening the organisation’s Administration portfolio, including administrative and logistic support services. The incumbent will oversee day-to-day operations, develop and implement relevant policies, systems and guidelines, ensure efficient and quality service delivery, address the capacity-building needs of the team, and lead the team towards effective, accountable and performance-oriented administration.
2. Key Responsibilities:
A. Team Leadership:
• Lead, supervise and develop the Administration team, ensuring clear responsibilities, effective performance management and continuous capacity building.
• Promote a culture of accountability, collaboration, service orientation and performance.
• Manage recruitment and engagement of administrative staff, vendors and consultants as required.
B. Administration & Facilities Management:
• Plan, manage and strengthen the organisation’s Administration function, ensuring efficient and quality service delivery.
• Develop and implement administrative policies, procedures, systems and standards.
• Oversee office facilities, premises, maintenance, assets, supplies, records and day-to-day administrative operations.
• Manage vendors and service providers, ensuring quality, timely and cost-effective delivery of services.
• Oversee administrative procurement and ensure compliance with approved processes.
• Prepare and monitor the Administration budget and ensure effective utilization of resources.
• Identify opportunities to improve systems, processes, efficiency and cost-effectiveness.
C. Logistics & Travel:
• Provide administrative and logistical support for meetings, events, workshops and other organisational activities.
• Ensure timely and cost-effective delivery of logistical services in line with organisational standards.
• Ensure a high-quality service in the communication with external customers and clients through reception, telephone response, mail reception and dispatch.
• Supervise and coordinate the booking-system for local, national and international travel and transport.
• Define minimum standards and maximum amounts for travel-related accommodation and subsistence expenditure.
• Elaborate and regularly update essential information on available venues for accommodation and events in key cities.
• Provide leadership and support in logistical matters to other departments in the organization of events and public activities.
D. Warehouse Management:
• Oversee the overall management of the warehouse.
• Ensure that the warehouse is being managed as per the standard guidelines, the goods are being kept in the proper manner and recorded in the warehouse inventory. Ensure that the inventory is up to date all the time – a proper check in and checkout system is placed and maintained all time and it is adequately documented.
• Supervise and oversee the work of the warehouse staff.
• Ensure the goods are packed and dispatched to the final destination as per the schedule and requirements.
• Make sure that the goods are safe and secured against damage, including insurance coverage.
E. Office Safety & Security:
• Ensure appropriate safety, security, emergency preparedness and access-control arrangements for organisational premises.
• Coordinate with relevant stakeholders and service providers to address office safety and security requirements.
F. Organisational Support:
• Provide administrative advice and support to management and other departments.
• Ensure compliance with relevant organizational policies and procedures and maintain appropriate administrative records and reports.
• Undertake other responsibilities assigned by the line manager.
3. Education & Experience:
• Graduate with minimum 10 years progressive experience in administration function of middle to large scale organization.
• Experience in an International Development Organization would be an advantage.
• Experience in leading work-teams.
• Speaks, reads, and writes English and Hindi fluently. Knowledge of any other Indian language would be preferable.
4. Core Competencies:
• Excellent lateral co-ordination and resourcefulness traits.
• A very thorough understanding of different communication preferences – of different people, dealing with a wide range of stakeholders and being comfortable with a bi-lingual mode of expression.
• Should be high on ethics.
• Effective communication and team-work – polite yet firm with speech.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of business and management principles involved in strategic planning, resource allocation, and coordination of people and resources.
• Ability to motivate, develop and direct people as they work, identifying the best people for the job.
• Ability to monitor/assess own and teams’ performance to make improvements or take corrective action.
• Ability to consider the relative costs and benefits of potential actions to choose the most appropriate.
• A patient listener and ability to translate conversations into documentary records. Have methodical and systematic follow-up skills.
• Overall, ability to work in a cost-effective manner would be an added advantage. Ability to work under pressure calmly is essential.
• A pleasant personality with a go-getting attitude with a result orientation would be preferred.
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 suitability note (single Word document only) for the position of "Manager – Administration" at planindiacareers@planindia.org. Please mention "Manager – Administration" in the subject line. Please also share your current salary and expectation in the resume.
Last date to apply is 25th October 2026.