Job Description

JOB ADVERTISEMENT FOR SENIOR ADMINISTRATION OFFICER

Job title: Senior Administration Officer

Job code: SAATHII/GFATM PR TB/SAO-TB/0424/553

Employing organization: Solidarity and Action Against the HIV Infection in India (SAATHII)

Project National Level Project On TB (Pediatric TB And Active Case Finding)

Location: New Delhi

Date of Issue: April 17, 2024

Closing Date: April 30, 2024

About SAATHII: Solidarity and Action against the HIV Infection in India (SAATHII), a registered non-profit organization, was founded with a vision for universal access to healthcare, justice, and social welfare for socio-economically marginalized women and children, communities impacted by the HIV/AIDS and TB epidemics, and groups marginalized on account of their sexuality and/or gender identity in India. Headquartered in Chennai, with nine branch offices across the country, SAATHII works towards universal access through information dissemination, networking, operational research, advocacy, training and other technical assistance.

About the Projects

SAATHII, with the support of The Global Fund to Fight AIDS, Tuberculosis, and Malaria (GFATM) and guidance from the Central TB Division, will be implementing; (a) Integrated Pediatric TB care services in both the public and private health sectors to increase pediatric TB case detection and improve treatment outcomes, and (b) Active Case Finding (ACF) for early detection of missing TB cases among key and vulnerable populations, using innovative AI-enabled. The project will be carried out through Sub-Recipient (SR) partners in the states of Chhattisgarh, Karnataka, Haryana, Punjab, Rajasthan, Telangana, and Uttar Pradesh.

SAATHII seeks the services of Senior Administration Officer and to be part of the Principal Recipient (PR) team for the GFATM supported above mentioned project.

Key responsibilities of the Senior Administration Officer:

The primary responsibility of the Senior Administration Officer entails effectively managing the project and office administrations including tasks such as documentation, management of assets, human resources, procurements, event and travel management, and related activities. The detailed responsibilities include:

Responsibilities for the overall Administration Management at Principal

Recipient Level:

• Providing administrative assistance, coordinating with the project teams and leadership to support effective project and office functions

• Managing day-to-day office administration which involves filing, maintaining various registers for attendance, correspondence, office supplies, petty cash, etc.

• Handling assets and inventory management, including maintaining registers, ensuring upkeep and maintenance of all assets and equipment, and procuring asset insurance.

• Assisting in various HR functions such as posting job advertisements, participating in the recruitment process, maintaining HR documents, tracking staff attendance and leave records.

• Supports in the preparation of letters, contracts, and other necessary documents for employees and consultants.

• Assisting in the procurement process, including documentation for all national and PR level procurements

• Coordinating with suppliers, vendors, service providers, security, and housekeeping services.

• Assisting in the preparation of contracts/agreements and Terms of Reference (ToRs) for suppliers and vendors.

• Making travel arrangements and booking tickets (flights/trains) for team members.

• Providing logistical support for various events and training sessions.

• Scheduling meetings and conferences for project leadership and stakeholders.

• Attending important meetings and assisting project leadership by taking notes and preparing minutes.

• Undertaking any other tasks as required by the project and/or organization.

Responsibilities for the Sub-grantee Partner Management:

• Visiting all Sub Recipient (SR) partners to institute robust administrative systems within their respective organizational tiers and assisting in the formulation of comprehensive guidelines/SOPs

• Providing support to SR partners regarding HR documentation, tracking, and periodic review of their documents.

• Supporting SR partners in procurement-related processes and documentation, including periodic document review.

• Training and mentoring administration team members across SR partners through supportive monitoring visits.

Qualification and Skills:

• A graduate degree or higher with a minimum of 5 years of relevant work experience, preferably in the NGO sector. Candidates with additional professional qualifications in HR management, law, or administration will be given additional consideration.

• Demonstrated ability and proficiency in managing HR functions for a large team, including documentation

• Proven track record and skills in managing significant procurements, involving interaction with vendors and suppliers, preparing RFQs, contracts, meeting minutes, and related documentation.

• Proven capability and skills in monitoring various compliances at statutory, donor, and organizational levels.

• Proven ability to support and provide training to sub-grantee partner organizations in HR, procurement, and other administrative documentation.

• Established competence in office administration management.

• Excellent verbal and written communication skills in English, with at least proficient speaking abilities in Hindi.

• Strong computer skills, including proficiency in using Internet resources and MS Office™ software.

• Openness to travel to all project implementation states and sub-grantee partner organizations on a monthly basis.

• Ability to coach and mentor junior staff as well as administrative and finance staff within partner organizations in administrative and HR management.

• Capacity to work both independently and collaboratively as a team member in a diverse, multicultural environment.

Remuneration: Salary will be commensurate with skills, qualifications, years ‘of experience and current pay scale.

Application Process:

Please submit a comprehensive CV in English with a supporting cover letter. Please fill-up the mandatory details in the following tabular format in the 1st page of the Resume.:

Name

Age (as on 1st April, 2024)

Highest education qualification

Total work experience in relevant field

Years of experience in GFATM funded project at Principal Recipient level (if applicable)

Present Organization

Present Designation

Current Location

Permanent Address (if different from current location)

Email ID

Mobile No

Gender

Current monthly Salary (CTC)

Expected monthly Salary (CTC)

Notice Period

Applications should be sent by e-mail to jobs_gfatm2024@saathii.org, and clearly specify the Position Title and Job Code.

SAATHII seeks qualified and experienced applicants who can work in a multi-cultural environment with diverse teams comprised of people of diverse religious and language backgrounds, sexual orientations and gender identities. SAATHII provides a secular working environment and does not discriminate based on HIV or health status, religious or community affiliations, gender, or sexual orientation.

Qualified applicants who are HIV-affected, women, and/or belonging to sexual/gender minority populations are encouraged to apply.

1. Email to send applications: jobs_gfatm2024@saathii.org

2. Job Code must be mentioned in email subject : SAATHII/GFATM PR TB/SAO-TB/0424/553

3. Closing date : April 30, 2024

Please send both CV and Cover letter as attachment. Avoid writing cover letter in email body. Position Title and Job Code must be mentioned in email subject

About Company

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