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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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