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Job Description

Officer - Administration

India Health Action Trust (IHAT)

Lucknow, Uttar Pradesh

1. POSITION VACANT: Officer - Administration, India Health Action Trust (IHAT), Lucknow, Uttar Pradesh

2. ORGANIZATION BACKGROUND:

Established in 2003 by University of Manitoba (UM), as part of a five-year (2001 to 2006) bilateral development project between Canada and India and registered with the Ministry of Home Affairs (MHA) under the Foreign Contribution Regulation Act, 1976 in 2009, aims at improving public health initiatives by supporting programs nationally and globally through providing comprehensive technical assistance in program planning, management and monitoring.

India Health Action Trust (IHAT) has been providing comprehensive technical assistance and training in programme planning and management to the State AIDS Control Societies of Karnataka, Rajasthan, Maharashtra, Bihar, Rajasthan, Andhra Pradesh, Tamil Nadu and Goa.

IHAT has set up a Technical Support Unit (TSU) for the Government of Uttar Pradesh in 2013, to provide integrated and embedded techno-managerial support to strengthen existing health system for achieving sustained health outcomes at scale. IHAT focuses on improving the coverage of key RMNCHA+, Nutrition, Family Planning, Pneumonia and Diarrhea interventions and services in the state from the funding support of Bill & Melinda Gate Foundation (BMGF), Central and State government.

For more information about IHAT, please visit website http://ihat.in/

3. JOB DESCRIPTION/ RESPONSIBILITIES:

Reporting to the Senior Manager Admin the incumbent shall be responsible for the following:

Key Roles and Responsibilities:

(A) Strategic:
(1) Responsible for supporting Program Units in identifying procurement needs, Preparing of Procurement Plans, and Procurement Budgets;
(2) Keeping a tab on the market trends of items being procured by IHAT to ensure IHAT’s getting value for money;
(3) Providing support to the Senior Manager – Admin in framing policies, preparing of monthly admin dashboards, aligning job roles/ functions etc;
(4) In consultation with the Senior Manager, preparing an Annual Procurement Plan and its Roadmap for cost effective procurement.

(B) Operational:
(1) Maintaining  of Vendor Database, yearly updating of the database;
(2) Observing the principle of “Vendor Rotation” in procurement of Goods and Services;
(3) Following “4-eyed principle” in Procurement;
(4) Initiating the whole spectrum of Procurement Process – starting from Finalization of Technical Specifications with the Technical Teams, Floating of RFQs/RFPs, leading the process of bid opening, ensuring techno-finance specification adherences, Vendor Negotiations, Customized SLAs, Comparison Tables, releasing of the PO and ensuring on time delivery of the Goods and/or services. Reviewing Challans for rightful stock entries;
(5) Preparing of Sole Source Justifications for specific procurements and getting the same ratified for roll out;
(6) Issuance of Job/Work Orders as per IHAT policy;
(7) Entering Assets into Registers and ensuring that at any point of time, stock per records and physical stock always match. Liaising with Finance to ensure all assets have been duly depreciated and recorded in the Stock Register in WDV;
(8) Assisting in Annual Physical Verification of Stock.

(C) Management of Travel Desk:
(1) Managing the FP Travel Desk, ensuring that vehicles are always made available on time to the indenter;
(2) Making weekly Vehicle Allocation Plans and follow up with vendors to ensure rigid adherence;
(3) Managing IHAT vehicular fleet and the Drivers including grievance redressal, Escalating issues as and when required , Outstation Taxi Hiring, Domestic Flight and Rail tickets booking;
(4) Hotel Bookings per enlisted hotels in UP;
(5) International Air bookings, VISA and FOREX arrangements as per IHAT Policy;
(6) Keeping tab on monthly vehicle hires and capturing the same in the monthly Admin Dashboard;
(7) Liaising with other offices of IHAT in India regarding travel, hotel and taxi bookings both for domestic and international travels.

(D) Bill Processing:
Responsible for processing Telephone Bills, Electricity Bills, Rents of IHAT premises in Lucknow, Parking Fees, Drivers’ OT, Generator Running Costs/ charges, Mobile Network Providers, Hotel Bills, etc.

(E) Event Management:
(1) Responsible for organizing events in Lucknow and outside in collaboration with the Zonal Admin Staff;
(2) Reviewing of Hotel and Vehicle Agreements of Zones and alert the Sr Manager – Admin in case of any discrepancy observed.

(F) Insurances:
(1) Initiating timely renewal of all extant Insurance Policies;
(2) Analysing that insurance policies are adequate and effective;
(3) Any other work entrusted by Senior Manager Admin.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualification
(1) Applicant must be a Graduate from a recognized Institute/ University;
(2) Master’s degree from a recognized Institute/ University will be preferred.

Experience:
(1) Applicant must have minimum five years of experience in administration of an organization with more than 1,000 employees.
(2) Previous working experience in INGOs/ Social Sector will be preferred.

Skills and Competencies:
(1) Well versed with MS Offices – Word, Excel (including bar diagrams, pivot tables, pie charts etc) PPTs;
(2) Knowledge of Procurement Modules and GST application;
(1) Managing Ambiguity in Inter and Intra Teams;
(2) Respecting confidentiality
(3) Strong organizational skills, and ability to work under pressure;
(4) Ability to handle and prioritize multiple tasks under rigid deadlines;
(5) Sensitive to Ethnic, cultural, gender, religious, and socio-economic status of staff members;
(6) Flexible and able to work in a challenging environment;
(7) Excellent problem solving/judgment skills;
(8) Effective Time Management, Clear and logical thinking

5. COMPENSATION OFFERED:

Gross compensation for the position shall be attractive. Please note that the offer shall be commensurate with the qualifications, experience and salary history of the selected candidate.

6. LOCATION: Lucknow

7. REFERENCE: OA-IHAT

8. CONTACT INFORMATION:

Team SAMS
Strategic Alliance Management Services P Ltd.
1/1B, Choudhary Hetram House, Bharat Nagar 
New Friends Colony, New Delhi 110 025
Phones: 011-2684-2162; 011-4165-3612; 011-4101-1564 and 011-4101-1565 
Email: oa-ihat@sams.co.in

9. LAST DATE FOR APPLICATIONS:

Eligible candidates interested in this position are requested to apply at oa-ihat@sams.co.in with a cover letter, discussing their interest in and suitability for the position, along with an updated resume, giving details of three references, current cost to organization and expected compensation, by or before January 11, 2019.

IHAT provides safe working environment to employees. IHAT is an equal opportunity employer and encourages women candidates to apply. Physically challenged candidates with required skills, knowledge and willingness to travel are also encouraged to apply.