Administration

• Ensure accurate and timely filing of all documents related to administration, HR, finance
and projects / programmes
• Provide general administrative, financial and logistical support to the team including
reservation of tickets and hotels and organising logistics, as and when required.
• Provide secretarial assistance to the Regional Manager and team members as and when
required.
• General support for maintenance of office systems and facilities
• Contributes to the development of improvements to the department’s services, procedures
and systems
• Maintain, Update and Manage Library
• Manage petty cash, travel advances, banking transactions and monthly accounting
functions in relation to reconciliation of cash and books
Front Office
• Front Office Management- attending to visitors, calls and queries.
• Managing the incoming and outgoing mails and the General Office email id.
• Maintaining and updating details of staff movement
IT
• Act as the IT lead person for the office
• Maintain all the IT assets of the office, and ensure proper functioning of all the
equipments
• Providing first level user support to staff
• Updating office softwares in coordination with the IT staff in Delhi
• Manage information filing and retrieval system for internal and external documents, and
ensure a common approach to information management systems in the programme office
HR
• Act as HR point person in relation to information provision and coordination with HR
staff in Delhi.
• Maintaining the HR database including leave records, attendance register, and all the
personnel files
• Preparation of an induction plan for all the new joinees and share information about
Oxfam India, the policies and its ways of working
• Provide support to the Regional Manager in planning the Performance Review process
with the staff and during staff recruitments.
• Implement Oxfam’s Gender, Diversity and Equal Opportunities policies.
• Carry out and monitor subcontracting of services (security, cleaning, consultants, etc).
• Coordinate logistic arrangements during recruitments
Programme
• Maintain a schedule of project reports, both descriptive and financial.
• Liaise with partners on reporting schedules
• Assist Programme Coordinators and the Finance Officer in meeting requests from the
Regional Manager and the head office of Oxfam India in relation to partner reporting.
• Assist in the preparation of project proposals, appraisals (of project proposals) and
various kinds of reports (quarterly, final and project closure)