SAMVADA BANGALORE Hiring for Head of Administration at Bengaluru, Karnataka Full Time

Full Job Description
SAMVADA, BANGALOREInvites Applications for the Post ofHead of AdministrationLocation: BengaluruSamvada, established 1992, has been sensitizing and empowering young people from marginalized communities to build a socially just and inclusive society. Our belief is that young peoples’ values, behaviours, career choices, relationship ideals and lifestyle aspirations can challenge patriarchy, casteism, communalism and consumerism to transform and democratise our society.Role of Head of Administration:The Administration Department at Samvada plays a critical role in enabling Samvada to deliver its programmes by ensuring that the required infrastructure and logistics are provided in a timely and cost-effective manner. This department is responsible forCampus developmentMaintenance of land and buildingMaintenance of equipmentProvision of foodProvision of accommodation for staff, students and guestsHousekeeping and cleaning of building and the compoundProvision of services related to communication, utilities, security and transportThe Head of Administration will therefore create systems for efficient, safe and cost-effective delivery of the above and will be responsible for planning and monitoring the activities of the administration department, planning, budgeting and monitoring of all administration related expenses. They will lead, supervise and guide a team of about 4 Administration executives/ middle managers who in turn will supervise the 7-support staff (cooks, housekeepers, security personnel, drivers and gardeners).Reporting to: Executive Director/ Organisational Director of SamvadaResponsibilities:Ensuring Samvada’s statutory compliance in relation to land and buildings by- making tax payments, adhering to all laws related to purchase, construction and usage of land and buildings and maintenance of documents and records for the sameInitiating and leading new developments/improvement/completion measures, so that the campus continues to meet the growing/changing needs of the organisation along with the repairs and preventive maintenance measures by overseeing work of maintenance executiveCreating systems and processes for smooth and efficient functioning of hostel, kitchen, offices, guestrooms, housekeeping and provision of logistics support in terms of internet services, communication, transport, waste management and security; overseeing that documentation/systems and processes are followed by the teamVendor identification and vendor management in accordance with the Procurement Policy of Samvada. Managing procurement related to purchase of assets/maintenance services/consumables etc.Receiving all requests through online templates for purchase, accommodation booking, repairs, logistics support and informing the concerned administration dept. staff to take necessary actions/follow upPreparing annual administration budgets, plans and calendars based on estimation of costs required for all administrative expenses and the available financial resources; guiding the team for calenderisation of all important administration related tasks and monitoring progress according to the planned calendarAssessing existing capacities of staff and arranging for staff to get training and exposure required to work effectivelyFinancial monitoring of all administrative expenses- checking and approving all payments requested by administration department through third party requests, usage of petty cash or settlement of advances taken by administration teamReporting the administration department’s work in Organisation Management Team (OMT) meetings and to the Board of TrusteesArranging board meetings and assisting the Managing Trustee in maintaining minutes and all governance related documents in accordance with compliance requirementsOverseeing logistics/support services during important events of Samvada in relation to venues, decorations, transport, catering, hospitality arrangements done by Administration Assistant.Managing response to emergencies on campus with staff, students or guests, with Administration teamOrganisation ManagementThe Head of Administration is a key member of the OMT and will therefore participate in and contribute to the Organisation’s management in alignment with the values and vision of Samvada.Qualification: Graduation in any disciplineLanguage Requirements: English and Kannada (Both written and spoken)Experience: 05 to 10 years’ experience of managing an administration team, preferably with experience of overseeing a hostel, kitchen, operations and logistics in a non-profit or an educational organisationCTC: Rs. 60000- 65000 monthly, depending on experienceThe ideal candidate will have the following qualities:Proficient in MS Office: Word, Excel, and PowerPointSystems thinkingSolution mindsetConflict resolution, people management skills and sensitivityCommitment to Samvada’s values of gender justice, social inclusion, secularism and sustainabilityTime management and prioritisationFamiliarity with office equipment, kitchen equipment and related troubleshootingA commitment to the safety of all and zero tolerance for risks that endanger life and dignityJob Location: Samvada campusSamvada encourages applicants from disadvantaged and socially excluded/marginalised communities. Women, sexual and gender minorities, dalits, muslims, people with disabilities and individuals from conflict/ neglected regions are especially encouraged to apply.Samvada Campus Address: # 95/05,Banjarapalya (Near Bus Stop), Agara Village, Thathaguni Post, Bangalore – 560 082Job Type: Full-timeSalary: ₹60,000.00 – ₹65,000.00 per monthBenefits:Provident FundSchedule:Day shiftMonday to FridayAbility to commute/relocate:Bengaluru, Karnataka: Reliably commute or planning to relocate before starting work (Required)Experience:Administration: 5 years (Preferred)Application Deadline: 31/03/2023Expected Start Date: 05/04/2023