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Assistant Administration
Population Services International

Location: Patna
Last Date: September 26, 2011
Email: recruitments@psi.org.in (Reference: DevNetJobsIndia.org
)

Assistant Administration

Population Services International 

Location: Patna

Reports to: Regional Manager A & F

Supervises: Office Assistant & Driver (If any)

Context

Population Services International is a registered Indian Society dedicated to the improvement of public health in India.  PSI India’s mission is to empower the people of India to lead healthy lives. Over the past twenty years, PSI has collaborated with the GoI and a number of donors to increase the use of modern contraception for family planning, to provide products and services for the health of mothers and children and to decrease the spread of HIV/AIDS.  PSI harnesses the vitality of the private sector to address health problems of the low-income and vulnerable populations using social marketing to achieve positive behaviour change by promoting ideas, products and services conducive to better health.  PSI promotes and distributes 11 health products, using commercial channels and outlets to make available quality health products at affordable prices. The basket of products includes condoms, oral contraceptives, ORS, water purification solutions; IFA tablets; clean delivery kits and pre-packaged STI treatment kit.  

PSI’s is in the process of implementing its five year plan  developed in 2008  which  focus on maximizing health impact, developing organizational capacity and strengthening its financial foundations for expanded health impact.  To implement this ambitious plan, PSI is looking for an Administrative Officer.  

Purpose

The candidate, under the supervision of the Regional Manager A & F, shall be responsible for front office related matters at the reception, all administrative & procurement of the region.  

Responsibilities:

  • Maintenance of office including electrical, carpentry, plumbing and general office repair and renovation
  • Procurement at the state level, in terms of understanding the requirement of goods and services, planning, checking, execution and documentation according to existing donor budgets and procurement processes / policies.
  • Maintenance of all equipments, assets at regional office.
  • To oversee the running and maintenance of the office vehicles at State Office and to make sure the vehicles are regularly serviced, log book maintained and vehicles are kept clean by the driver.
  • To supervise the security agency functioning and check adherence as per the agreement. 
  • To prepare all legal documents like leases, agreements entered by PSI with outside world etc. as required from time to time.
  • To prepare purchase orders and compliance / receipt of goods and services except PSI products
  • To keep track of POP / stationery inventory and dispatch it to the states as per their requirements
  • To  check all bills received from vendors, check compliance / receipt of good and services and process them to the accounts for payment
  • To prepare a vendor data base at regional level for major items procured by PSI on regular basis like hotels, vendors for POP, computers, AMC, office renovation etc.
  • To coordinate all trainings, meetings, functions and conferences organized regionally by making arrangement for hotel, travel and other items to facilitate participants

·         To welcome and greet all PSI guests / visitors at the reception

  • Prompt answering of calls in a pleasant and informative manner
  • To handle all receipt and dispatch of mail including couriers and also ensure quick dispatch of mail, couriers and faxes
  • To make travel & logistic arrangements timely and cost effective based upon requisition received.

·         Coordinate office vehicles and drivers in an efficient manner

  • Assist all employees in the Administration related activities and any other task assigned by the Sr. Manager Program & Other Managers.

Essential Values, Behaviors and Skills 

  • Integrity
  • Maturity
  • Managerial and Leadership capability
  • Communication skills
  • High level of trouble shooting skills
  • Superior interpersonal and man management skills
  • Multi-tasking ability
  • Negotiation skills
  • Analytical and methodical approach
Qualifications 

·           Bachelor Degree  preferably Commerce

·           At least 3-4 years of work experience in handling administrative functions in a reputed organization. Candidates with relevant work experience in both commercial and development sectors with exposure to the finance/administrative function  will be preferred   

 

 

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