Senior Admin Officer

Location: Delhi, India

The Senior Admin Officer at the IPPF South Asia Region (IPPF SAR) will be responsible for overseeing administrative functions and support to Senior Finance Officer in financial activities within the organization. The Senior Admin Officer will collaborate closely with the Corporate Services Team, including the Senior HR & Admin Officer and Senior Finance Officer of IPPF SAR, to implement administrative processes and ensure compliance with organizational policies.

Role and Responsibilities

• Petty cash management and maintaining stock registers for pantry, stationery, drinking water, and kitchen supplies.
• Coordinating travel arrangements including tickets, accommodations, and local transport for employees traveling internationally or relocating.
• Supporting conferences, retreats, and regional events logistics.
• Managing administrative tasks such as office rent, utility payments (electricity, maintenance, internet), timely follow up for payment.
• Procuring assets and supplies based on requirements, obtaining quotations, and managing end-to-end processing.
• Renewing Annual Maintenance Contracts and ensuring procurement aligns with office needs.
• Support to finance team in raising PO, helping in getting audit done and clearing pendency.

Expertise and Skills

• Demonstrated administrative experience with strong organizational and follow-up skills.
• Experience in the Charity Sector
• Evidence of setting and managing robust standards of performance and compliance to tight deadlines.
• Evidence of creating an environment of visibility, transparency, integrity, learning and improvement
• Enthusiastic approach to office management and operational efficiency.
• Collaborative approach, fostering effective working relationships to achieve team goals.
• Ability to work in a diverse, multicultural environment, demonstrating respect for different cultures.
• IT proficiency and capability to ensure systems compliance.
• Accountant by qualification.
• Knowledge and understanding of ERP accounting software and excellent excel skills.
• Excellent organization, planning and administration skills to ensure consistency with the ability to multi-task and adapt to changing circumstances
• Collaborates with others to achieve team goals and builds professional effective working relationships.
• Good evaluation and problem-solving skills with a track record of raising issues in a constructive way, advising and putting forward recommendations to make positive progress
• Ability and willingness to work in a diverse and multicultural environment that is respectful of other cultures.
• Fluency in English (oral and written) is required.

Application Deadline

Applicants should submit their CV using our prescribed format “IPPF Application Form’’ (attached) and the specific Job Title in this format – “Application for <Senior Admin Officer>_Name” at [email protected]

Closing date for receipt of applications: 16 March 2025. Due to the large volume of applications, we receive, only those who are shortlisted for further consideration will be contacted.

We encourage the deserving and qualifying applicants to send their applications for this vacancy at the earliest and not wait for the closing date, as we will be conducting the interviews for this profile as an when we receive the applications. This vacancy can/will be taken down if we are able to shortlist a suitable applicant before the closing date for receipt of applications.