State Administrative Officer – Population Foundation of India (PFI)

Apply by 30th Sep 22

The Population Foundation of India (PFI) is a national non-government organization at the forefront of policy advocacy and research on population, health and development issues in the country. PFI leads advocacy efforts and works as a think-tank dedicated to promoting and advocating effective formulation and implementation of gender sensitive population, health and development policies, strategies, and programs in the country. Policy advocacy, social and behavior change communication, community action and knowledge management are some of the key strategies that PFI works on to achieve the organization’s goals.

Over the years, PFI has played a catalytic role to address issues relating to gender equality, women empowerment and other social determinants. PFI is committed to serving the economically weak and marginalized sections of society in the high priority districts (HPDs) with poor socio-health-demographic indicators.

Job Title: State Administrative Officer

Responsible to: State Program Head with dotted line reporting to Manager- Admin at Delhi Office

No. of Direct Reports: 1

Duration: 1 Year

Job Function: Administration and Finance

Purpose: To be responsible for handling the Finance and Administration for PFI Patna State.

Responsibilities:

• Maintenance and upkeep of office including several repairs.
• Assist and coordinate with head office in all procurements of good and services.
• Overall travel and logistics management of program staff, procurement and assets management as per organizational policies and processes.
• Support in organizing meetings and conferences.
• Empanel vendors and manage them for travel, maintenance and other Admin work.
• Support in managing finance related requirements.
• Support in State managed Project’s finance work.
• Processing of payments and coordinate with Delhi Finance team in submission of expenses reports and other related documents.
• Visiting partners or other stakeholders for finance related reviews
• Managing staff attendance and leaves in accordance with the organizational policy and practices
• Assist State Manager in preparing the monthly Program office budget for approval.
• Provide assistance to HR in Head office during deployment of new staff or relieving of old staff.
• Keeps custody of Admin and Financial documents like lease agreements etc.
• Any other finance and administration related work that may be assigned from time to time

Key Performance Indicators:

• Vendor management.
• Logistics management and Assets management.
• Event management.
• Processing of payments and coordination with Finance team.
• Staff attendance and leave management.
• Provide support to HR during deployment or relieving of staff.
• Preparation of state office budget.
• Time collection of reports from NGO partners.

Competencies:

• Working together:
• Is a team player and works closely within the team as well as with cross functional teams.

Communication Skills:
Excellent written and verbal skills to network

Responsiveness:
Understands the demands of organization needs and can identify and respond to urgent tasks

Willingness to Learn:
Continuously works towards improving professional competence by acquiring new skills

Delivering Results:
Is goal oriented and takes initiative in identifying alternate methods to ensure high quality results.

Adaptability and Initiative: Quickly adapts to organizational demands and is open to take new challenges

Adherence to Policies:
Abides by organisational norms and policies all the time

Required Skills:

• Minimum Graduation Degree from a reputed educational institution.
• Experience of at least 5 years in Administration and Finance

How to apply

Please send your updated CV with a covering letter describing your suitability for the position to hrpfi@populationfoundation.in in latest by 3oth September 2022.

Please mention the position “State Administrative Officer- Patna” in the subject line of your e-mail. Only shortlisted candidates will be contacted.