Job Description

 Job Title: Office Coordinator (OC)

Reports To: Head of HR and Admin (HHA)/Accounts Manager(AM)

Responsible for: Maintenance Officer

Organisation ONYVA (NGO) www.onyva.in

Project TARA Programs

PRIME RESPONSIBILITIES:

• To assist the Accounts Manager of ONYVA

• To maintain the Accounting and Legal records of ONYVA

• To ensure proper maintenance and upkeep of all premises of TARA Programs and the ONYVA Head Office.

• To ensure the logistic needs of all programs are met.

FINANCIAL MANAGEMENT:

• Record daily transactions in the cash book in Tally and perform weekly reconciliations of cash balances.

• Maintain staff advances, documents and settlements.

• Check vendors' bills and prepare them for payments.

• Maintain and check Tally entries and voucher files every week.

• Maintain office documents such as bank statements, TDS statements, ITR files, etc., and ensure their systematic filing.

• Generate 80G tax receipts for donors to facilitate tax exemptions.

• Maintain donation-in-kind documents.

• Update donor data every month.

• Coordinate with the bank as per requirements.

• Prepare quarterly TDS data for TDS return.

• Assist the Accounting Manager in preparing the audit report.

ADMINISTRATIVE MANAGEMENT:

• Proper documentation of buildings, vehicles, and equipment.

• Maintain vendor contracts/Donation in kind records.

• Maintain fixed asset/stock registers.

• Conduct quarterly checks of fixed assets.

• Ensure safety standards during monthly visits to TARA programs.

• Supervise Admin team in logistic/procurement work.

• Ensure regular supervision of the Annual Maintenance Plan of ONYVA.

• Ensure timely making of TARA properties layout plans/rent deed/renewal of rent deed.

• Supervise Delegated Purchase request sheet on drive.

HUMAN RESOURCE MANAGEMENT:

• Ensure a positive, healthy, and safe work environment in accordance with all appropriate legislation and regulations.

• Hire and train Maintenance Officer, Driver and Logistics Assistant (DLA) and any other Admin Staff as needed.

• Manage the Maintenance Officer.

• Conduct Annual Performance Reviews of the Maintenance Officer and DLAs.

• Contribute to monthly/Fortnightly Admin Meetings.

Skills Needed:

Financial Skills:

• Proficiency in accounting software, specifically, Tally.

• Understanding of financial principles and practices.

• Knowledge of tax regulations and procedures.

• Attention to detail for accurate financial documentation.

• Ability to analyze financial data and propose solutions.

Administrative Skills:

• Strong organizational and time management skills.

• Effective communication, team work and interpersonal abilities.

• Prioritization and task management skills.

• Attention to detail for proper documentation and compliance.

• Problem-solving skills for addressing logistical challenges.

• Strong written and verbal communication skills.

Human Resources Skills:

• Leadership and team management abilities.

• Recruitment and onboarding skills.

• Performance management and feedback skills.

IT Skills:

• Proficiency in MS Office Suite and Tally.

• Familiarity with document management systems.

• Adaptability to new software and technology platforms.

Salary - 30 to 35k CTC

About Company

All Jobs posted by: Onyva (Tara Child Protection And Empowerment)