Administration Assistant

SOS Children’s Villages International is the umbrella organisation for the global federation of SOS Children’s Villages. As a non-governmental social development organisation, we support children without parental care and families in difficult living conditions through services in care, education, health and emergency relief, and we advocate for the rights of children and young people, in alliance with a great diversity of partners. We are committed for safeguarding and protecting children in our programmes by having zero tolerance policy in this regard. We are further committed to provide a safe environment for staff and children, young people and adults with whom we work, where human rights are respected and upheld, and healthy relations fostered by building organisational systems, capacity, and awareness on PSHEA (prevention and protection against sexual harassment, exploitation and abuse) guidelines. All our co-workers are obliged to follow our policy on Child Safeguarding and Protection, PSHEA and Code of Conduct. We work in 135 countries and territories, reaching over one million children, young people, families and caregivers each year.

Mission

• Ensure smooth functioning of the administrative services and prioritize the work / resources accordingly.
• Monitor and ensure delievery of assigned administrative operations in an accurate and timely manner.

Location: International Office - Asia, Faridabad (India)

Duration: Fixed Term Employment (for 8 months only)

Tasks & Responsibilities:

• Receive visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
• Answer, screen and forward incoming phone calls.
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures).
• Maintain bills and process for the payment in the timely manner.
• Deal with various authorities to procure required travel approvals (such as visa) for visitors and co-workers.
• Oversee staff business travel arrangements such as tickets, visa and insurance.
• Ensure regular upkeep of office including maintenance & renovations work as and when needed.
• Responsible to check stock, negotiate with vendor and raise purchase order to efficient delivery of product and services.
• Responsible for renew AMCS and contracts.
• Ensure management of staff cafeteria, office parking, office vehicles and office equipments.
• Provide and ensure administrative support for any event / meeting that is being organised in International Office Asia.
• Responsible for the vendor management for regular office supplies/services such as courier, water, office stationary.
• Ensure upkeep of records related to his/her area of work.
• Attendance & Leave Management in coordination with HR.

Requirements

Essential Values, Behaviors and Skills:

• Good written and oral communication skills in English.
• Strong interpersonal and leadership skills.
• Excellent organising skills and ability to manage multiple assignments under tight timeline.
• Ability to respond immediately and act to any and all eventualities/ emergency situations in a timely manner and collect information to handle the situations to resolve the crisis.
• Proficiency in managing office equipment.
• Open to travel as and when required.

Qualification & Experience:

• Minimum required qualification is Bachelor’s degree.
• Should have experience of 2-5 years in Administrative operations/Front office.

We Offer

Salary will be commensurate with experience and will match industry standards.

If you are interested in this position, please submit your detailed application October 10, 2022**.**