Admin Cum Operations Executive – HCL Foundation

Last date for application Friday, 17th December, 2021

HCL Foundation (HCLF) was established in 2011 as the CSR arm of HCL Technologies. It is a not for-profit- organization, that strives to contribute towards national and international development goals, bringing about lasting positive impact in the lives of people, through long term sustainable programs. The foundation aims to alleviate poverty and achieve inclusive growth and development. Active community engagement ensures optimal long-term gains and upward accountability. HCL Foundation works through Life Cycle Based, Integrated Community Development Approach with thematic focus on Education, Health, Skill Development & Livelihood, Environment and Disaster Risk Reduction & Response. Child protective strategies, inclusion and gender transformative approaches remain central in all initiatives of HCL Foundation, thus ensuring comprehensive development. Presently HCL Foundation is implementing five flagship programs, namely HCL Samuday & HCL Grant – Rural Development programs; HCL Uday & Clean Noida – Urban Development programs; HCL Harit (The Green Initiative) – Environment Action program and 4 special initiatives – Power of One, Sports for Change, HCL Foundation Academy and My E-Haat.

VISION To be the source code for sustainable socio-economic and environmental development.

MISSION Nurture clean, green and healthy communities where everyone is empowered and equipped to reach their full potential in partnership with its employees, communities and stakeholders, while promoting volunteerism and establishing international standards of strategic planning, implementation and measuring impact

VACANCY DETAIL

Under the leadership of the Director, HCL Foundation, the assigned personnel will be responsible for carrying out the Administrator role for HCL Foundation’s day to day activities. The incumbent will be responsible for coordinating and implementation of various office related/ admin work. The incumbent will report to the Manager, Finance.

The position will be responsible for:

1. Procurement:

• Responsible for procurement of office supplies and stationery.
• Organize venue for large meetings, staff / TB training programs.
• Organize food and other logistics for employee meetings, trainings and visitors.
• Procurement of assets such as office furniture, guest house furniture and fixtures, and supplies.
• Procurement of services such as vehicle, telephone etc.
• Create a database of vendors for such procurements and as much as possible get into contracts for long term requirements.

2. Logistics

• Managing inter district travel requirement for staff and visitors by having vendor for vehicle supply and contract.
• Booking hotels for stay and travel tickets for visitors and employees.

3. Office Management

• Manage dispatch and inward communication, postal, courier and maintain a register for the same.
• Material distribution in field.
• Maintain staff movement register and follow up with locations and movement of staff.

4. Asset Management (Non-IT Assets)

• Maintain the asset register for all locations in specified format.
• Update register with new assets.
• Work closely with District / Regional Manager / Department Heads for disposal of old assets as per financial policy guidelines.
• Manage assets / materials in stock, issue them as per procedure.

5. Organizing Programme Training

• Administration and logistic arrangement for programmatic training. (Venue, Food, Guest House, distribution of Travel allowances etc.)
• Checking of Bills or Supporting Vouchers in support of expenses incurred for the training. 6. Travel reimbursement of staff
• Verify the travel reimbursement of staff with attendance record and certify before approval.

Attributes and experience:

1. 4-6 years of working experience in Procurement, Vendor management, Logistics & Assets management preferably in a non-profit/non-governmental organization.

2. Good communication skills; Fluent in Hindi, good in English.

3. Ability to learn and work independently.

4. Good problem solving skills.

5. Must also have the ability to work well under pressure and deliver within required deadlines, often in a fast[1]paced work environment.

6. Basic organizational and administrative skills.

7. Ability to multitask and work under pressure.

Qualifications and Skills:

1. Post Graduate (preferably in the stream of Commerce/Operation/Business Management or in relevant field)

2. Good knowledge of computer – Windows and Microsoft Office applications (Word, Excel etc.). Remuneration: Salary commensurate with experience.

How to apply:

1. Please submit your CV with a Cover Letter.

2. Send your application to nitesh-si@hcl.com and vineetkumar.mishra@hcl.com latest by 17th December, 2021.

3. Only shortlisted candidates will be contacted.

Please note: – This is a re-advertised position, in case you have already applied against the earlier JD, you need not apply again. – HCL Foundation is an Equal Opportunity Employer and promotes inclusion and diversity. We encourage applications from all genders, people with disabilities, people with all orientations to apply.