Description:
The Program Manager - Administration role reports to the Head - Administration and also works very closely with the Program Manager- Founders Office. It requires working with the leadership and other teams of CEGIS and managing administrative tasks like office management, vendor management, travel bookings, organizing events/workshops and internal meetings, expense management and coordinating with the CEO's office. Provide logistics support to the teams in Delhi for field visits. Support in organizing internal events in all CEGIS offices.
Role and Responsibilities:
General Administration Work:
- Plan and coordinate administrative procedures and systems and devise ways to streamline processes
- Ensure the smooth and adequate flow of information within the company to facilitate other business operations
- Responsible for day-to-day facilities operations including supervising the maintenance and alteration of office areas and equipment (Printers, papers, workstations, stationary, water dispenser, Tea), purchasing office supplies, furniture, and office equipment for staff.
- Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
- Monitor costs and expenses to assist in budget preparation
- Identify vendors and manage contracts
- Conduct regular monitor checks for the housekeeping staff
- Support managers and employees through a variety of tasks related to organization and communication.
- Effective management of all activities related to travel, stay, and logistics to ensure all arrangements needs are met at the least cost.
- Overseeing the logistics and administration requirements of CEGIS State Teams, especially teams based out of Delhi.
- Planning, scheduling, and facilitating office events, including meetings, conferences, interviews, orientations, workshops, seminars, and training sessions. (in-person & virtual)
- Manage the fixed assets of the organization with proper reporting
People and Culture and Finance Operations Support:
- Pre-joining support for new joiners like - relocation & accommodation/travel arrangements
- Planning & coordination of On-boarding and orientation of new joiners with internal teams and managing exit formalities
- New office space set up/coordination with vendors and internal teams
- Day-to-day management of operational issues related to IT/admin/logistic
- Internal coordination with teams for meetings/ review
- Check all the expense bills raised by employees
Founders Office Support:
- Support the Co-Founder's travel by booking travel tickets, and arranging transportation, accommodations, and visas for both global and domestic engagements.
- Coordinate logistics for public talks, lectures, and events where he serves as a speaker or participant.
- Oversee and ensure all logistical arrangements are in place for the seamless execution of events.
- Assist in maintaining Prof. Muralidharan's academic and book web pages to ensure they reflect the latest information, publications, and resources.
- Efficiently address unexpected scheduling conflicts or logistical challenges and act as a liaison during urgent or high-pressure situations to ensure smooth operations.
- Track invoices, process reimbursements, maintain financial logs, and manage communication for timely reimbursement processing.
- Proactively track and follow up on pending tasks, deadlines, and deliverables with internal teams and external stakeholders to ensure timely completion and alignment with priorities.
Desired Skills:
- 5-9 years of relevant work experience
- Bachelors degree in business administration, management, or related
- Exceptional time, task, and resource management skills
- Strong problem solving, critical thinking, and verbal and written communication skills.
- Proficiency with computers, especially MS Office
- Ability to plan for and keep track of multiple projects and deadlines
- Able to find new vendors , negotiate and manage the vendors
- Familiarity with budget planning and enforcement, human resources, and customer service procedures
- Proficient in MS Office
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