Position Description

Administrative Assistant
Location India
Department RESOLVE GENERAL
# of openings 1
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Vital Strategies, headquartered in New York City, is an international public health organization. Our programs strengthen public health systems and address the world’s leading causes of illness, injury and death. We currently work in 73 countries, supporting data-driven decision making in government, advancing evidence-based public health policies and mounting strategic communication campaigns. Vital Strategies’ priorities are driven by the greatest potential to improve and save lives. They include non-communicable disease prevention, cardiovascular health promotion, tobacco control, road safety, obesity prevention, epidemic prevention, environmental health, vital statistics systems building and Multi-drug resistant tuberculosis treatment research. Our programs are concentrated in low- and middle-income countries and cities in Africa, Latin America, Asia and the Pacific. Please visit our website at www.vitalstrategies.org to find out more about our work.

The Position

The Administrative Assistant provides administrative and operational support for the day-to-day functions and needs of the Vital Strategies India Office. S/he ensures that all operational logistics of the Vital Strategies Office are managed efficiently, with a customer service manner, and in accordance with documented policies and procedures. The Administrative Assistant reports to the Operations Manager and collaborates closely with the Finance Manager.

 

Specific Duties

1. Reception and Common Spaces

  • Greet guests, answer phone calls, collect mail, manage meeting room bookings and reset meeting rooms after meetings.
  • Upkeep and stock of pantry and supplies; ensure common spaces and utilities are well maintained; oversee cleaning services.

2. Time and Leave Tracking

  • Onboarding and Departure Support: Work with staff to record and track time off and planned absences, such as vacation time.
  • Support management to prepare onboarding procedures to welcome new hires and to ensure efficient and compliant process for departing staff.
  • Manage leaves and update the leave tracker on monthly basis.

3. Facilities and Security:

Work with the Business centre to ensure security and maintenance needs of the physical premises.

  • Support delivery of local emergency preparedness documents and training for the office. Schedule twice yearly fire drills and annual evacuation drill in liaison with the business centre and Operation Manager.
  • Implement inventory management and document retention requirements; maintain records for local office inventory, operations filing systems, and disposition of assets register, working closely with the management.

4. Vendor Management and Compliance:

  • Under the direction of the Operations Manager, support the Vital Strategies purchasing and contracting processes.
  • Monitor, track, and purchase centralized office and kitchen supplies to ensure office is well stocked and inventory is well managed.
  • Support management team to ensure centralized procurement policy requirements are implemented, such as purchasing approvals, workflows, and bidding procedures.
  • Support in preparing the supplier contracts and agreements to ensure appropriate scope of service and budgets are included, Vital Strategies’ and local compliance requirements have been met, and that contracts are accurate and complete with appropriate internal approvals prior to contract signature.
  • Work closely with centralized service contractors:
    • Cleaning contractor: ensure services are carried out well and within contract terms.
    • IT Contractor: coordinate with outsourced technical support; trouble-shoot office equipment; provide recommendation for managed equipment leases.
    • Travel Management Company: serve as point person of travel management company as needed; support travel related problem-solving between travel agent and traveler, if required. Make recommendations for service improvement to Operations Manager.

5. Project Support:

Serve as liaison for operations projects as needed, receiving guidance from the Operations Manager and / or Finance Manager as appropriate, based on the specific project.

  • Maintain contact lists
  • Manage correspondence memos, letters, and forms
  • Assist in the preparation of regularly scheduled reports
  • Support in arranging workshops and events
  • Support in Procurement process of IT and Non-IT related assets
  • Book travel arrangements
  • Arrange office stationery
  • Provide general support to visitors
  • Contribute to team effort by accomplishing related results as needed
  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Coordinate repairs to office equipment
  • Resolve administrative problems
  • Any other work assigned by the Country Director

6. Perform other assistance activities as deemed appropriate and necessary.

 

Qualities and Qualifications

  • Fluency (written and spoken) in both Hindi and English
  • Min bachelor’s degree holder in any discipline
  • At least three (3) years of relevant office admin experience
  • Experience managing vendor contracts, facilities, and project management preferred.
  • Customer service-oriented attitude
  • Strong interpersonal skills with the ability to work with remote teams
  • Highly attentive to detail
  • Proven ability to manage multiple ongoing tasks and long-term projects
  • Patient and adaptable to fast-paced and rapidly changing environments
  • Ability to prioritize tasks and work efficiently with minimal supervision
  • Determination and drive to see tasks through to the end
  • Demonstrated sensitivity in handling confidential information
  • A global outlook; keen interest and knowledge of current affairs globally
  • Possess a genuine interest in and commitment to the mission and vision of Vital Strategies
  • Proficient in Microsoft Suite products (particularly Word and Excel)
  • Prefer experience using ERP financial tracking systems (e.g., NetSuite)

 

 

 

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