The Assistant Director Administration supports the Director within delegated authority to lead and manage the organisations administrative, human resources, financial and operational functions. The role ensures effective delivery of programmes and services through sound policy implementation, robust controls, and collaborative leadership across headquarters and field operations.

Key Responsibilities:

Human Resource Management:

- Lead HR operations for recruitment, placement, promotion, performance appraisal, classification reviews, separations and staff training.

- Ensure consistent application of Staff Rules and Regulations across the organisation.

- Define conditions of service including duties, responsibilities, privileges and entitlements.

- Advise managers on HR policy interpretation, workforce planning and staff development initiatives.

Budget and Finance:

- Contribute to budget formulation by preparing programme/projects budgets for regular and support accounts in consultation with stakeholders.

- Monitor budget implementation and review programme/projects performance against plans and allotments.

- Improve financial reporting by defining requirements and working with systems teams to enhance budget and cost reporting tools.

- Maintain financial controls by developing and implementing procedures consistent with organisational policy.

- Provide guidance on financial administration and management information to colleagues.

- Coordinate oversight responses to audit and inspection bodies and monitor implementation of final recommendations.

General Administration and Procurement:

- Oversee procurement and vendor management, including contract evaluation, payment processing and procurement monitoring.

- Manage operational services such as billing, income receipt, travel programmes and vendor payments.

- Identify and maintain office technology needs, ensuring equipment, software and systems are fit for purpose and properly maintained.

- Support programme delivery by monitoring project progress, identifying risks, proposing corrective actions and coordinating follow-up.

- Draft high-quality written outputs including background papers, strategy notes, reports, presentations and memos.

Risk, Security and Compliance:

- Serve as Security Liaison Officer to ensure role assignments in software align with SLO Workbook requirements.

- Act as Enterprise Risk Management focal point, coordinating risk reviews and updates across the organisation.

- Ensure compliance with internal policies, external regulations and oversight recommendations.

Leadership, Coordination and Stakeholder Engagement:

- Provide leadership and supervision to administrative and finance teams, fostering a collaborative and accountable culture.

- Coordinate with divisions and field missions to support project implementation and ensure alignment with organisational priorities.

- Represent the administration function in interdepartmental working groups and with external partners as required.

- Perform other duties as assigned to support organisational objectives.

Qualifications and Experience:

- Education: Advanced university degree in Administration, Business Administration, Finance, Human Resources, or a related field.

- Experience: Minimum 15 years of progressively responsible experience in administration, finance or human resources, including at least 5 years in a senior managerial role. Experience in international organisations or multi-stakeholder environments is highly desirable.

- Technical Skills: Strong knowledge of budget formulation and financial controls, HR policy and procedures, procurement rules, and enterprise risk management. Proficiency with financial and HR information systems.

- Language: Excellent written and oral communication skills in English. Knowledge of additional Indian languages or other languages is an asset.

Core Competencies:

- Strategic Leadership: Ability to translate organisational priorities into operational plans and to lead cross-functional teams.

- Financial Acumen: Strong budgeting, financial analysis and control skills.

- People Management: Proven capacity to manage, motivate and develop staff.

- Analytical and Problem Solving: Skilled at identifying risks, analysing issues and proposing practical solutions.

- Communication: Clear, concise and persuasive writing and presentation skills.

- Integrity and Accountability: Commitment to ethical standards, transparency and compliance.

Reporting Line and Terms:

- Reports to: Director Administration or designated senior official.

- Location: Headquarters with occasional travel to field missions as required.

- Contract: Fixed-term or as per organisational staffing rules; level and remuneration commensurate with experience and organisational grade structure.

Application Notes:

Candidates should submit a CV and a cover letter that highlights relevant leadership experience in administration, finance and human resources, and demonstrates achievements in improving systems, controls and programme/projects delivery.