Vice President - Administration (On Contract Role)

Primary Job Duties/Responsibilities

The key job duties/responsibilities are enumerated below:

- Ensure that the physical infrastructure and offices are fully operational with all utilities functioning properly

- Collaborate with the management team to draft and implement an annual administrative budget

- Create the physical infrastructure as an environmentally friendly office and maintain office space aligned to the brand ethos

- Create and maintain the organization's administrative policies and procedures manual

- Ensure compliance with state and central regulations, and assist with energy management

- Define protocols to deal with emergencies as they arise and employees of these emergency protocols

- Oversee and manage physical security of buildings and offices

- Manage the Helpdesk team offering services such as travel and stay services during national and international travel. This would include coordinating with various external services for visa, air and train tickets, forex services, hotel and guest house stay etc.

- Co-ordinate with the Information Technology team for purchase and judicious use of IT equipment such as desktops, laptops, tablets, servers etc.

- Create ergonomically designed office infrastructure

- Schedule and supervise maintenance repair work and assist with checking installation and servicing building equipment

- Maintain ongoing communication with contractors, clients, and internal teams

- Source and oversee contracts and service providers for functions such as catering, cleaning, parking, security, and technology

- Plan for the future by forecasting the facility's upcoming needs and requirements

- Responsible for organizing Board-level meetings

Professional Experience

- Minimum 15 years of experience in General Office Administration / Infrastructure Management/ Facilities Management / Vendor Management; of which 5 years should be working in a similar role at a large corporate

- Working knowledge of RTI Act and Official Languages Act

- Knowledge of safety standards, environmental regulations, and applicable statues and laws

- Knowledge of green office set-up

- Knowledge of general maintenance methods, operating requirements, and safety precautions related to facilities management

- Well organized, detail and customer (internal and external) oriented self-starter

- Strong procurement and negotiation skills

- Knowledge of GFR Rules and public procurement guidelines

- Experience in managing physical security systems of office buildings

- High interpersonal skills with high resilience

- Strong skills in liaising and public relations

Educational Qualifications

Graduate /Postgraduate in any discipline from a recognized University / Institution

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