011 4165 3612; 4165 2117 | consult@sams.co.in

Job Description

Administrative Specialist

Water.org

Chennai

1. POSITION(S) VACANT: Administrative Specialist (One Vacancy), Water.org, Chennai

 

2. ORGANIZATION BACKGROUND:

 

1 in 9 people around the world lack access to safe water and 1 in 3 people don’t have access to a toilet. Our client Water.org is working tirelessly to change this and bring water and sanitation to the world, in a safe, accessible, and cost-effective manner, because they believe that water is the way for empowering a bright future that everybody can share in, worldwide.

 

Based in Kansas City, Missouri, Water.org is an international nonprofit organization that has positively transformed millions of lives around the world through access to safe water and sanitation. Founded by Gary White and Matt Damon, the organization pioneers market-driven financial solutions to the global water crisis. Water.org has been providing women hope, children health, and families a future, for more than 25 years.

 

Water.org goes beyond traditional approaches to safe water and sanitation, focusing on addressing the underlying causes of this global crisis and innovating to deliver large-scale and sustainable change. Water.org’s program in India provides safe drinking water and adequate sanitation facilities to families living in rural and urban Indian communities.

 

In India, Water.org has established partnerships with a broad range of financial institutions and other Water Supply and Sanitation (WSS) service providers, and is providing technical support in the areas of product development, training, marketing and borrower education, including the development of IEC materials for implementation partners.

 

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

 

3. JOB DESCRIPTION/ RESPONSIBILITIES:

 

Reporting to the Senior Manager Business Operations, the Administrative Specialist (AS) shall be responsible for the overall, day-to-day administration, of India Offices. This shall include logistics support to India and overseas teams, asset management, purchases, vendor coordination and special tasks, for the preparation of administrative compliance reports. The AS shall additionally support the finance team, as well as the organization at large, as necessary.

 

Key Roles and Responsibilities:

 

A. Office Administration (25%)

(1) Ensure day to day office correspondences (mails) and responding them on time;

(2) Coordinate with service providers (e.g. housekeeping agency) and ensure office cleanliness of the office and premises;

(3) Generate monthly Attendance Tracking Report (Time-in and Out) and reconcile with Time Sheets;

(4) Periodic beautification and improvement of the outlook of the office;

(5) Management of office files, ensuring their safe custody, along with duly coding and updating the master file list;

(6) Coordination and arrangements for special events

 

B. Logistics Coordination (40%)

Provide logistics and travel support to US visitors, India/ Regional Team and any special guests (coordination of hotel reservations and extending vendor support).

 

C. Vendor Coordination (20%)

(1) Rapport building with vendors, follow-up for tie-ups with hotels and other service providers/ vendors, including the execution of contracts with service providers;

(2) Maintain database of service providers and vendors.

 

D. Asset Management (10%)

(1) Handle all purchases addressing the needs of the office and team members (both capital assets as well as recurring requirements like stationary, cafeteria items, etc.);

(2) Ensure the receipt of quotes, preparation of recommendation notes for purchases and preparation of purchase orders and coordination of the release of required payments;

(3) Ensure the maintenance of office assets, including periodic follow-ups/ cross-checks to ensure the timely renewal of AMCs;

(4) Maintain and periodically update the Stock Register for Office Assets (recording entries for both new assets and disposals);

(5) Administration of all aspects of insurance of office assets, including equipment, furniture and other capital assets.

 

E. Other Key Responsibilities (5%)

Support the preparation of annual reports for HQ tracking US team members/ reports on visitors to India, and other tasks assigned from time to time.

 

Roles and responsibilities as above are indicative and do not comprise a comprehensive listing of all activities, duties or responsibilities of the AS. Duties, responsibilities and activities may change, or be additionally assigned, with or without notice.

 

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

 

Qualification:
Applicant must possess a bachelor’s degree and schooling from reputed institutions.

 

Experience:
Seven years of relevant professional experience in office administration and logistics coordination, preferably with reputed corporates.

 

Skills and Competencies:

(1) Fluency in written and spoken English and Tamil;
(2) Knowledge of regional languages (Hindi) is preferred;

(3) Willing to travel domestically, up to 5% of the time, as necessary;

(4) Customer Focus: Ability to build strong customer relationships and deliver customer-centric solutions;

(5) Nimble Learning: Ability to learn actively through experimentation, using both successes and failures as learning fodder to address new problems;

(6) Drives Results: Consistently achieve results, even under tough circumstances;

(7) Collaborates: Ability to build partnerships and work collaboratively with others to meet shared objectives;

(8) Self-development: Actively seek new ways to grow and be challenged, using both formal and informal development channels;

(9) Optimize Work Processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement;

(10) Manage Ambiguity:  Manage ambiguity by operating effectively, even when things are not certain, or the way forward is not clear;

(11) Instil Trust:  Gain the confidence and trust of others through honesty, integrity, and authenticity;

(12) Financial Stewardship: Demonstrate fiscally responsible decision making, as applicable to one’s role.

 

5. COMPENSATION OFFERED:

 

The gross remuneration budgeted for the position is attractive. The offer made to the selected candidate shall be commensurate with qualifications, experience and salary history.

 

6. NUMBER OF VACANCIES: One

 

7. LOCATION: Chennai

 

8. REFERENCE: AS-WO

 

9. CONTACT INFORMATION:

 

Team SAMS
Strategic Alliance Management Services P Ltd.
1/1B, Choudhary Hetram House, Bharat Nagar
New Friends Colony, New Delhi 110 025
Phone Nos.: 011- 4081 9900; 4165 3612

 

10. APPLICATION PROCESS:

 

Eligible candidates interested in the position are requested to apply using the link https://recruitment.samshrm.com/Jobs/WO, at the earliest.

 

The position is being filled on a fast-track basis and Water.org is meeting with suitable candidates almost immediately.

 

(Water.org is an equal opportunity employer and does not and shall not discriminate on the basis of race, color, religion, gender, gender expression, gender identity, age, national origin, ancestry, disability, marital status, sexual orientation, pregnancy status, military and veteran status, genetic information, and any other status protected by law. The organization is committed to providing an inclusive and welcoming environment.)