Office Administrative Assistant

Terms of Reference

Office Administrative Assistant

Position Summary

Reporting to the Director, HR & Operations, the Office Administrative Assistant will play a key role in ensuring the smooth day-to-day functioning of the office. The incumbent will serve as the first point of contact for visitors, oversee front office operations, coordinate administrative logistics, manage vendor relationships, support procurement activities, and provide operational assistance for meetings, events, and organizational activities.

Key Responsibilities

Front Office & Office Administration

• Manage the front desk and serve as the first point of contact for visitors, partners, consultants, and service providers.
• Handle incoming telephone calls, emails, and general inquiries, directing them to the appropriate staff members.
• Coordinate incoming and outgoing courier services, mail, and official correspondence.
• Maintain office filing systems (both physical and electronic) in accordance with organizational standards.
• Monitor office supplies, stationery, and consumables, ensuring timely replenishment and maintaining inventory records.
• Support the overall upkeep of office facilities and coordinate with service providers for maintenance and repairs.

Vendor Management & Procurement

• Maintain an updated database of approved vendors, consultants, and service providers.
• Coordinate procurement processes in line with organizational policies, including obtaining quotations, preparing comparative bid analyses, and processing purchase requests.
• Coordinate with the Finance team to facilitate timely processing of vendor invoices and payments.
• Monitor vendor performance and maintain effective working relationships with external service providers.

Administrative & Operational Support

• Provide administrative and logistical support for meetings, workshops, conferences, and organizational events, including venue coordination, travel arrangements, accommodation bookings, and meeting logistics.
• Assist in coordinating domestic and international travel, including flight bookings, hotel reservations, airport transfers, and visa support for staff.
• Maintain calendars and schedules for the Country Representative and Director, HR & Operations, as assigned.
• Maintain and regularly update organizational contact databases and administrative records.

Financial & Compliance Support

• Manage petty cash in accordance with organizational policies and maintain accurate supporting documentation.
• Maintain administrative registers, logs, and inventory records.
• Ensure proper documentation and filing of procurement and administrative records for audit and compliance purposes.

General Support

• Provide administrative support to program and operations teams as required.
• Undertake any other responsibilities assigned by the Director, HR & Operations or senior management consistent with the role.

Qualifications & Experience

• Bachelor's degree in Business Administration, Office Management, Commerce, or a related discipline.
• 4–6 years of relevant experience in office administration, front office management, procurement, or operations support, preferably with an international NGO, development organization, or corporate environment.
• Experience in vendor management and procurement processes is desirable.
• Strong organizational and multitasking skills with excellent attention to detail.
• Excellent interpersonal and customer service skills with the ability to interact professionally with diverse stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration platforms.
• Excellent written and verbal communication skills in English and Hindi.