HRhelpdesk Hiring for Programme Administrator India at Mumbai, Maharashtra Full Time

Full Job Description
Job Information
Job Opening ID
ZR_250_JOB
Work Experience
3-5 years
Industry
NGO/Social Services
Salary
3 – 5 L
City
Mumbai
State/Province
Maharashtra
Country
India
Zip/Postal Code
400008

Job Description
About: The Foundation a philanthropic organization committed to helping build a creative, fair and peaceful society where all children, families and communities can realize their full potential.
The Foundation has three main activities:Its flagship programme on early childhood development worldwide, which aims to inspire and inform large-scale action to improve the health and well-being of babies, toddlers and their caregivers.
THE POSITION

The Programme Administrator (PA), will be responsible for all the administrative tasks of Programme and Knowledge for Policy departments. In addition, he/she will act as gatekeeper; administrative controller and ensure consistent delivery of quality. This function requires professional first line communication skills (written and verbal) with diverse external and internal stakeholders. The PA has a principal reporting obligation to both the Country Representative (CR) and the Lead Programme Admin and Control

PRINCIPAL RESPONSIBILITIES AND TASKS

General
Provide continued first line support and communication from and to partners and consultants and capture all the relevant information in the Foundation’s systems (Sales Force and M-files)Maintain close and frequent cooperation with the Control and Process Optimization Officer and Lead Programme Admin and Control functions in the NetherlandsMaintain close and frequent cooperation with other PAs to exchange information and look for common solutions
Investments Administration
Consistently and accurately update data with forethought given to meeting the requirements of the interim and annual audit with proper consideration for document archiving and authorization evidenceManage and monitor the administration of all investments from beginning to endPromote mutual agreements and solutions with partners and consultants in case of differences.Maintain and update the contact information of partners and consultantsRequest and check relevant due diligence documents of proposed partnersEnsure that proposal requirements have been metMonitor budget proposal requirements have been met using experience for local country specific budgets and flag items for consideration by Country RepresentativeLiaise with Financial Analyst in the Netherlands unit regarding Budget Assessments, and paymentsAssist Country Representatives on the preparation of Approval memo and advise on which type of MRT to use etc.Prepare Grant Letters and Contracts with all required annexes to be sent to partners and consultants for their signatureActive follow-up with the partner to ensure compliance of requirements before each installmentVerify that received statutory documents meet requirements before submitting for approvalReview incoming Financial Statements and Yearly Audited Financial Reports and give feedback to country representative, partner or consultant on the documentsTrack payments have gone through correctly (e.g. correct bank info.; bank codes etc.)Update Country Representatives and Programme Director on Grant making progress funnelLiaise closely with partners in order to manage MRT process, formalize agreements and ensure timely and accurate transfer of funds to third partiesMonitor updated budgets for No-Cost-Extension request from partnersDrive closure process of projects and update CR of blocking issues on monthly basisWhere there are subsequent changes to contracts or payment installments that require adjustment in systems or negotiation, the PA will involve both the CR and Lead Control and Admin function in exploration of various options and final sign off
Desk Research
Support the Finance unit and Financial Analyst on ad hoc requests for the Yearly Institutional AuditsSupport various units in the Foundation on the preparation of reports (i.e. K4P, Board to Trustee project highlights info; project archive info; input for Annual Report)Support and facilitate knowledge sharing with the other countries and units (i.e. sharing relevant country initiatives or achievements in Teams)Provide research, analysis and advisory support (explaining terms of reference etc.) to Country TeamsQuality control and making suggestions for improvement regarding workflow processes and administrative systemsWhere requested prepare or provide input for briefing book for board member country visits
Unit Logistics
Assist Country Representatives on mission related issues and agendasMaintain the Country Representative’s agenda and draft correspondencePrepare itineraries and documentation for travel visasOrganizing local travel (with the advice of Travel and Event officer)Assist Country Representative in organizing key meetings with external stakeholders, write summaries and assist with follow upAssist in the planning, logistics and implementation of technical meetings, events and travel with partners and third partiesProvide editing and formatting support for internal and external communicationPrepare and submit for approval all country staff claims: check if amounts are correct, all supporting invoices are received, scan bills, upload claim in SFDC, explain to new colleagues how to fill out claims and what codes to use, check bank details and follow-up with FA when transfer is delayedManaging local office management and processing invoicesSupport country team on the organization of country eventsProcess invoices for organized country eventsAd hoc support for organizing internal meetingsPrepare and send reimbursement reports, as well as travel expenses reportsArrange and book international travels, booking flights, hotels and any other arrangements needed for trips and or group events (with the advice of Travel and Events Officer).
General
Support ongoing ad-hoc tasks and projects as requested by the Country Representative and Lead Programme Administration and Control functions
PROFFESIONAL CONTACTS
Inside the Foundation: Program Department (Programme Director, Country Representatives, Programme Coordinators and Programme Administrators), Lead Programme and Control, Control and Process Optimization Officer, Knowledge for Policy, People & Culture, Chief Executive Officer, Finance, ICT
Outside the Foundation: All Partners and contacts.

Requirements

QUALIFICATIONS, SKILLS AND COMPETENCIES
Qualifications, skills and experience:College and administrative experience3-5 years in a support function in an international organizationFluent in English and Hindi, regional languages are a plusProject management experience providing support on operational projectsSalesforce, M-Files, Excel, WordLegal experience is an advantageOrganisational competencies:TeamworkLearning abilityResult drivenJob specific competencies:Problem analysisOrganisation of own workAdaptability
Benefits
Best In the industry