Description

BACKGROUND:

Passing Gifts Private Limited (PGPL) is a wholly owned subsidiary of Heifer International USA and it provides services in educating, consulting, training, advising, and providing professional and technical services to individuals, associations, and entities in India and abroad, particularly those who support or are working in the areas of social advancement and sustainable development. This position may also require service agreements, secondment agreements, between entities, etc.

PGPL is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

FUNCTION:

The Operations Assistant will provide comprehensive administrative, program, and financial support to ensure efficient operation of the office. This position will ensure effective communication and adherence to organizational policies and procedures.

RESPONSIBILITIES AND DELIVERABLES: (including approximate percentage effort):

Administrative Support (50%):

• Provide logistic support for smooth daily functioning of the office.
• Assist the administration team in activities related to office re-opening, office maintenance, new office set-up, etc.
• Assist in the planning of company events like retreats and other employee engagement activities.
• Assist in the procurement process.
• Assist the administration team in managing travel arrangements and reviewing travel bills.
• Manage logistics for workshops, meetings and conferences including organizing the venue, transportation, accommodation, etc.
• Prepare reports, memos, letters, and other documents as needed.
• Administer stock and inventory of stationery and office supplies and maintain proper records in the inventory software.
• Assist in the repair and maintenance of office properties and equipment.
• Provide clerical services including typing, proofreading, and editing documents, document translation photocopying, scanning, printing, etc.

Program Support: (30%)

• Assist in the planning and execution of program activities and events.
• Support the development and distribution of program materials.
• Coordinate with program staff and external stakeholders to ensure smooth implementation of projects.
• Monitor program timelines and ensure deadlines are met.
• Assist in collecting and compiling data for program reports and evaluations.
• Maintain accurate records of program activities and participant information.

Financial Support (20%)

• Assist the finance team in tracking expenses and preparing financial reports.
• Support the finance team in processing invoices and payments, ensuring accuracy and adherence to the budget.
• Support in the preparation of financial documentation for audits and reviews.
• Assist with Tally data entry, whenever required.

QUALIFICATIONS AND SKILLS:

• Bachelor’s degree in Business Administration, Social Sciences, or a related field; equivalent work experience may be considered.

• Minimum of two (2) years of administrative experience, preferably in a nonprofit or program-based environment.

• Experience in program coordination or support is highly desirable.

ESSENTIAL COMPETENCIES

• Excellent interpersonal skills with the ability to navigate challenging situations to achieve goals and deadlines.
• Demonstrate a high degree of honesty and integrity.
• Motivated to work responsibly with little supervision.
• Ability to meet and deal with others in a courteous and tactful manner.
• Ability to work with sensitive information and to always maintain confidentiality.
• Ability and willingness to work a flexible schedule.
• Fluent in Hindi, English, and local language, spoken as well as written.
• Have an interest in animals/agriculture community development.
• Willingness and ability to travel locally and internationally.
• Knowledge of word processing, spreadsheets, PowerPoint, web designing, collaboration platform and tools, and electronic mail software (Microsoft preferred).
• Constant sitting, standing and walking, with occasional bending and lifting; may work at a computer for extended periods of time.

Keywords

Operations AssistantAdministrative SupportProgram SupportFinancial SupportLogisticsOffice MaintenanceProgram CoordinationFinancial ReportsData EntryAdministrative ExperienceProgram ActivitiesFinancial DocumentationNonprofit EnvironmentProgram MaterialsProgram TimelinesParticipant Information