Administrative Officer

Administrative Officer
PWESCR
Location: Kalkaji, New Delhi
Last Date: February 28, 2009

Programme on Women’s Economic, Social and Cultural Rights (PWESCR)
Job Description – Administrative Officer, New Delhi, India

PWESCR a new international initiative based in New Delhi., seeks an energetic person with a can do attitude to join its team as the Accounts and Finance Officer.

Responsible for all aspects of the day to day running of PWESCR’S offices in Delhi. The Administrative Officer is integral to the smooth operation of PWESCR’s office.

RESPONSIBILITIES:

I Administration
 Organizing a filing system for filling project documents accounts report and administration reports, typing documents/monthly financial and administrative report
 Supervision of office attendant, and cleaning staff.
 Supervising proper maintenance of all office properties.
 Handle all travel related logistics for staff or pwescr partners as per their travel plans.
 Make office purchases and obtain quotations for the same.
 Managing and maintaining all office inventory including furniture, computers, electrical components etc.
 Payment of office rent, telephone, electricity and all other utility bills on time.
 Maintaining attendance and leave records for all staff full time, part-time, consultants, interns.
 Responsible for receiving-dispatching and recording of all mail received & courier packages;
 Help organize and coordinate all logistics connect with all PWESCR events. This will include venue management, food arrangements, literature requirements, etc.
 Organizing Staff Meetings and keeping down the minutes of the staff Meetings and circulating them with in the office. And Board Meetings arrangements – minutes book, board member attendance register.
 Assisting the Programme Staff with all the logistics (i.e. Data base, travel arrangements, hotel reservations, local travel etc) while planning meetings outside Delhi.
 Keep inventory of Office Stationery & make monthly purchase order.
 Liaison with the landlord and vendors (AMC, Website & Email Server, Printer & Publishers etc.)
 Ensure office has the best prices on all services including phone, email, networks etc.


II: Accounts
 Assistance in carrying out bank related functions
 Preparing invoices/ vouchers for payment and bank deposits; maintaining and managing office supplies and equipment. General office and administrative support.
 Assist Accounts and Finance Officer in account keeping, preparation of vouchers, and data entry for bank reconciliation, and trial balance, record keeping, cash book and bank book update, etc.
 Keeping record of inventory of Assets (Computers, furniture’s etc.)
 Keeping records of Salary to be given before 7th of every month with salary slip and timely deposit of TDS with challans.
 All record Maintain office registers independently such as attendance register, bill register, cheque register etc.
 Take care of advances & material for out going staff for field work.

III: Human Resources Management

 Updating and distributing personnel policies.
 Collecting and distributing staff information and schedules.
 Internship recruitment; orienting new employees and interns; facilitating job searches and hiring.

IV: IT
 Managing the office communication systems, which includes phone, fax, email take care of all IT concerned matters. Checking Email Servers, Networking etc.
 Maintenance of PWESCR website
 Other tech support


V: Management Information System
 Maintenance of organizational Data Base and updating it regularly

Any other task assigned by the Executive Director

This position requires demonstrated attention to detail, the ability to juggle many tasks at once, highly developed organizational skills, and strong oral and written communication skills (in English). The candidate should have a college degree with at least 3-5 years of experience handling accounts and finances. Preference will be given to candidates who have experience with NGO.

Remuneration:
Depending on experience.
The contract is for two years, with a probationary period of six months.

To Apply:
Interested applicants should submit the following:
• Résumé
• Cover letter
• Two letters of reference

These documents are to be submitted to:
PWESCR, Job search
DD Nehru Enclave, Kalkaji, 2nd Floor
New Delhi 110019
ao@pwescr.org

No phone calls, please. Applications will be accepted until the position is filled. However, the first round of short listing and interviews will be conducted for all those who send their applications before February 28, 2009. Only those candidates we wish to interview will be contacted. PWESCR is an equal opportunity employer and encourages women from marginalized communities to apply.