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Job Description

Senior Administrative Specialist

Water.org, New Delhi

1. POSITION VACANT: Senior Administrative Specialist, Water.org, New Delhi, India

2. ORGANIZATION BACKGROUND:

Founded by Gary White and Matt Damon in 2009, Water.org, believes that water is the way to break the cycle of poverty, to protect and save lives and to make a bright future possible for all.

Water.org’s mission is to bring water and sanitation to the world and pioneers market-driven financial solutions for the purpose. 750 million people (about one in 10), globally lack access to safe water and 2.4 billion people (about one in three), do not have access to a toilet. Water.org serves these people and has already beneficially impacted more than 10 million lives and transformed thousands of communities in Africa, South Asia, and Latin America.

Water.org India works for the provision of safe drinking water and adequate sanitation facilities, to families living in rural and urban Indian communities in 13 states and one Union Territory viz. Andhra Pradesh, Karnataka, Madhya Pradesh, Maharashtra, Rajasthan, Bihar, Chhattisgarh, Odisha, West Bengal, Assam, Telangana, Tamil Nadu, Uttar Pradesh and Pondicherry. Water.org has successfully provided over 1.3 million loans for water and sanitation facilities through its partners in India.

For more information, please visit, http://water.org/

3. JOB SUMMARY:

Reporting to the Senior Business Operations Manager, the Senior Administrative Specialist (SAS) shall be responsible for overall day-to-day administration of the New Delhi office of Water.org. covering the provision of logistics support to the India and overseas team, asset management, procurement, vendor coordination and special tasks relating to the preparation of the administrative compliance report. Responsibilities shall include provision of support to the finance team and the organization at large, as necessary.

KEY JOB RESPONSIBILITIES:

(A) Office Administration:

(1) Ensuring timely, day-to-day office correspondence (mails);
(2) Coordination with service providers, including the housekeeping agency, to ensure cleanliness of the office and premises;
(3) Tracking of attendance, comprising the compilation of monthly Time-In and Time-Out Reports and their reconciliation with Time Sheets;
(4) Periodic beautification and up-gradation of the office;
(5) Coordination with the Building Owners Association for determining shared costs for the maintenance of common areas/ properties;
(6) Oversight of Office Filing systems, ensuring safer custody, coding and updation of master file list etc.;
(7) Coordination and making arrangements for special events (WCF, Co-founder visits, Donor visits etc.).

(B) Logistics Coordination:

Provision of logistics and travel support to US visitors, the India Team and special guests, covering coordination for hotel reservations and with concerned vendors.

(C) Vendor Coordination:

(1) Rapport building with vendors, including follow-up for tie-ups with hotels and other service providers/ vendors. This shall include the preparation of contracts with service providers;
(2) Maintenance of the database of service providers and vendors.

(D) Asset Management:

(1) Management of all procurement relating to the needs of the office and/or team members, covering capital assets, as well as the recurring purchase of stationary, cafeteria items, etc.;
(2) Follow-up for the receipt of quotes from vendors, preparing purchase recommendations and purchase orders and coordinating for the purposes of making payments to vendors;
(3) Maintenance of office assets, including follow-up for the renewal on AMCs;
(4) Maintenance of office asset records, including fixed asset/ stock register, making periodic updates to the same for the purchase and/or disposal of assets;
(5) Ensuring the insurance of office assets including equipment, furniture and other capital assets.

(E) Special Tasks:

Provision of support for the preparation of annual reports to DGP Office (mainly tracking US team members/ visitors report to India).

This description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required. Some duties, responsibilities and activities may change or be assigned at any time with or without notice.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualification:
Applicants must be graduates and have done their schooling from and attended college at reputed institutions.

Experience:
(1) Seven years of relevant experience in office administration and logistics coordination;
(2) Candidates from the corporate/ private sector are encouraged to apply.

Skills and Competencies:
(1) Customer Focus: Ability to build strong customer relationships and deliver customer-centric solutions;
(2) Nimble Learning: Actively learn through experimentation when tackling new problems, using both successes and failures as learning fodder;
(3) Driving Results: Possess the drive to consistently achieve results, even under tough circumstances;
(4) Collaboration: Ability to build partnerships and work collaboratively with others to meet shared objectives;
(5) Self-development: Actively seek new ways to grow and be challenged using formal and informal channels of development;
(6) Optimizing Work Processes: Determine the most effective and efficient processes to get work done, with emphasis on continuous improvement;
(7) Managing Ambiguity: Ability to operate effectively, even when things are not certain, or the way forward is not clear;
(8) Instilling Trust: Gain the confidence and trust of others through honesty, integrity, and authenticity;
(9) Financial Stewardship: Ensure fiscally responsible decision-making, as applicable, to her/his role;
(10) IT Proficiency: Possess strong knowledge of MS Excel, Word, PowerPoint and Internet;
(11) Ability to design and coordinate work-flow processes for administrative and logistics tasks;
(12) Strong interpersonal skills, including the ability to work well with those from diverse backgrounds and cultures;
(13) Excellent communication and correspondence skills;
(14) Ability to thrive in an entrepreneurial and fast-paced environment, work effectively and efficiently execute multiple tasks and balance competing priorities.

5. COMPENSATION OFFERED:

The gross remuneration budgeted for the position is attractive. Offers shall be commensurate with the qualifications, experience and salary history, of the selected candidate.
(Note: The position offers full-time benefits, including medical insurance, personal accident insurance, and periodic review for merit and incentive pay based on organizational and personal achievement.)

6. LOCATION: New Delhi

7. REFERENCE: SAS-WO

8. CONTACT INFORMATION:

Senior Consultant
Strategic Alliance Management Services P Ltd.
1/1B, Choudhary Hetram House, Bharat Nagar 
New Friends Colony, New Delhi 110 025
Phone Nos.: 011- 2684 2162; 4165 3612 

9. APPLICATION PROCESS:

Eligible candidates interested in this position are requested apply to sas-wo@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 organisation and expected compensation, by or before May 10, 2018. For further details please visit our website www.sams.co.in.

(Water.org is an equal opportunity employer and does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. Water.org is committed to providing an inclusive and welcoming work environment.)