Coordinator – Program Administration

JOB DESCRIPTION                                                                                                                

Coordinator – Program Administration

1.Position Details

2. About Maitrayana

Maitrayana Charity Foundation is a Section 8 not-for-profit organisation that leverages sport to advance gender equality and empower adolescent girls and young women. Through its Young People's Initiative (YPI) and Economic Empowerment programmes, Maitrayana promotes leadership, safe spaces, life skills and access to economic opportunities across Delhi, Mumbai and Bengaluru.

3. Role Purpose

Coordinator – Program Administration will ensure efficient, compliant and well-coordinated administrative operations across Maitrayana's offices and programme locations. The role covers asset safeguarding, procurement, vendor management, HR operational support, institutional administration, stock management and documentation.

The incumbent will work closely with the CFO, Finance and Accounts team, HR, programme teams, city coordinators and external service providers to ensure effective resource utilisation, timely execution and adherence to organisational policies and internal controls.

4. Key Responsibilities

A. Asset Management and Safeguarding

• Maintain a centralised asset register covering purchase details, identification codes,location, assigned users and asset status.
• Ensure proper tagging, allocation, physical verification, maintenance and documentation of assets, including laptops, digital devices, sports equipment and office infrastructure.
• Record asset transfers, repairs, damage, loss and disposal, and ensure authorised approvals and employee handovers during joining, role changes and separation.
• Report discrepancies, misuse or safeguarding risks and coordinate corrective action.

B. Procurement and Vendor Management

• Coordinate procurement of office supplies, programme materials, sports equipment, digital devices and services in accordance with approved budgets and procurement policies.
• Obtain and compare quotations, prepare comparative statements and submit recommendations for approval by authorised personnel.
• Maintain vendor records, agreements, purchase orders, invoices and performance details; coordinate with Finance to ensure complete documentation before payment processing.
• Track contract renewals, software subscriptions and service agreements, and coordinate insurance renewals, employee additions/deletions and claims for Group Health Insurance (GHI), Group Personal Accident (GPA) and office insurance and ESIC
• Monitor vendor performance, delivery timelines and cost-effectiveness; escalate delays, disputes and policy exceptions.

C. Institutional Administration and Development

• Maintain office lease, rental agreement, service contract and renewal records; coordinate timely renewals and approved payments for rent, utilities, maintenance and other office expenses.
• Coordinate office maintenance, repairs, housekeeping, internet connectivity, travel, accommodation, venues, meetings, workshops and organisational events.
• Support institutional assessments, certifications and ratings, including GuideStar and Great Place to Work, as assigned.
• Maintain administrative policies, SOPs, registers and supporting documents, and recommend improvements to strengthen internal controls and operational efficiency.

D. Stock and Inventory Management

• Conduct monthly physical verification of stationery, consumables, programme materials and other supplies.
• Maintain stock registers for receipts, issues, balances and replenishment; monitor minimum stock levels and initiate timely requests within approved budgets.
• Maintain courier, inward/outward, dispatch and other prescribed registers, ensuring stock movements are supported by receipts, issue slips and acknowledgements.
• Ensure appropriate storage and safeguarding of materials, investigate discrepancies and report significant variances.

E. Coordination, Reporting and Compliance

• Coordinate with city coordinators, programme teams, HR and Finance to ensure consistent administrative practices across all locations.
• Submit periodic reports on assets, inventory, procurement, vendors, contracts, insurance and HR operations within agreed timelines.
• Maintain a calendar of critical renewals and deadlines, and ensure records are accurate, complete and readily available for audits, reviews and authorised inspections.
• Comply with organisational policies, procurement procedures, delegated authority limits, confidentiality requirements and segregation of duties.
• Promptly report compliance gaps, suspected fraud, safeguarding concerns and significant operational risks.
• Undertake other relevant responsibilities assigned by the CFO to strengthen organisational systems and effectiveness.

5. Key Performance Indicators (KPIs)

Performance will be reviewed against agreed annual targets and periodic deliverables.

Specific targets, turnaround times and weightages will be agreed with the reporting manager at the beginning of each performance cycle, considering operational requirements and available resources.

6. Qualifications and Experience

Essential

• Graduation or post-graduation in any discipline.
• Proficiency in MS Office, particularly Excel, Word and email applications.
• Ability to maintain accurate records, prepare reports and manage multiple priorities.

Preferred

• Experience in administration, procurement, inventory, HR operations or office management.
• Experience coordinating operations across multiple locations.
• Familiarity with Keka or other HRMS and digital documentation systems.
• Experience in the not-for-profit or development sector will be an advantage.

7. Core Competencies

• Integrity, accountability and confidentiality.
• Planning, organisation and attention to detail.
• Clear communication and professional stakeholder coordination.
• Problem-solving, initiative and ownership.
• Vendor management, negotiation and cost-conscious decision-making.
• Teamwork, adaptability, multitasking and digital proficiency.
• Respect for diversity, inclusion and organisational values.

8. Organisational Values and Safeguarding

The incumbent must uphold Maitrayana's values of integrity, transparency, respect and inclusion; comply with the Code of Conduct, safeguarding and prevention-of-sexual-harassment requirements; protect organisational assets and confidential information; and promptly report suspected misconduct, fraud or policy violations through established channels.

9. Reporting and Accountability

The position reports to the CFO and works closely with Finance, HR, programme teams, city coordinators, supervisors and external vendors. The CFO will establish work plans, performance targets and review priorities. Performance will be assessed on quality, timeliness, policy compliance, coordination, resource management and demonstrated initiative, with guidance and support provided in accordance with Maitrayana's HR policies.