Administration Officer

Aga Khan Rural Support Programme India (AKRSP India) is a non-denominational, non-political, non-government organization. AKRSP India was established in 1983 and it seeks to contribute to rural poverty reduction through community involvement and empowerment that leads to efficient management and an improved environment.

For more details please visit: https://www.akrspindia.org.in

Position Summary:

The Admin Officer will be responsible for ensuring smooth operations of the project/field office by overseeing office and facility management, staff life cycle processes, multi-donor HR budgeting, payroll administration, and statutory compliance. The role includes managing infrastructure, IT systems, organizational assets, and contracts, handling recruitment, onboarding, induction, performance tracking, and exits, maintaining HRMS systems and staff benefits, and ensuring proper documentation, agreements, and renewals. The officer will also support financial processes such as bill processing, reimbursements, and audits in coordination with the finance team, while developing annual plans aligned with organizational strategy. Additionally, the position will provide administrative and logistical support for trainings, workshops, and staff events, ensuring compliance, cost-effectiveness, workplace safety, and overall staff satisfaction with administrative services.

Key Responsibilities

1. Office & Facility Management

• Oversee daily administrative operations at the project/field office.
• Maintain office infrastructure, furniture, IT systems, equipment, and utilities.
• Ensure timely repair, maintenance, AMC renewals, and upkeep of facilities, IT equipment and organizational assets.
• Oversee TA/DA settlements, vehicle usage, maintenance, and organizational asset monitoring/repair.
• Guide and lead the scrap disposal process with proper approval from Admin Head (HO level).
• Ensure a safe and secure workplace by conducting regular security audits, maintaining CCTV functionality, and ensuring data backup.
• Define and maintain minimum infrastructure and facility standards for every office location.
• Develop SOPs for opening, closing, or shifting offices, ensuring smooth transition and compliance.

2. Documentation, Agreements & Compliance

• Manage rent agreements, CRP agreements, AMC contracts, and other compliance-related agreements.
• Ensure timely renewals, legal compliance, and proper documentation.
• Take prior approval before closing/terminating any contract, agreement, or service.
• Maintain statutory compliance documents, licenses, and insurance records.

3. HR Management & Employee Life Cycle

• Oversee the entire employee life cycle: recruitment, interviews, onboarding, induction, contracts, consultant hiring, performance tracking, retirement/resignation, and exit formalities.
• Guide new staff during induction on organizational processes, HR policies, and code of conduct.
• Ensure daily attendance and leave tracking for all staff and maintain HRMS systems.
• Address employee queries and guide staff if organizational rules/policies are not followed.

4. Multi-Donor HR & Payroll Administration

• Manage multi-donor salary calculations, gratuity, ESIC, provident fund,Mediclaim, health insurance, and other benefits.
• Maintain HR and Admin budgets donor-wise, track staff cost allocations and monitor shortfalls.
• Support quarterly provisions as per SOP for HR/Admin-related expenses.
• Maintain and audit assets donor-wise, keeping user-wise allocation lists updated.

5. Planning & Strategy Alignment

• Prepare and maintain annual HR and Admin requirement plans in alignment with the Sayla SHT expansion plan and organizational strategy.
• Support workforce planning and resource management across donor projects.

6. Finance & Compliance Support

• Assist in bill processing, vouchers, reimbursements, and expense tracking.
• Ensure error-free billing, collection reports, payment reports, and other admin/HR reports.
• Conduct regular audit checks of vouchers, contracts, and HR/Admin records to ensure compliance with organizational policies.
• Coordinate with the finance team for timely submission of required reports.

7. Training, Events & Staff Support

• Provide administrative and logistical support for training sessions, workshops,community meetings, and field visits.
• Arrange training materials, facilities, refreshments, and logistical needs.
• Conduct first-day induction programs for new joinees, covering organizational values, systems, and policies.
• Support in developing and conducting HR-related awareness sessions for staff.

Qualifications:

Essential:

• Masters degree in human resources, Business Administration, Commerce, or Management.
• Professional certifications in HR, Payroll, Labor Law, or Office Administration will be an added advantage.
• 5-6 years of experience in HR, Administration, and Office/Facility Management, preferably in NGOs, development sector projects, or multi-donor environments.
• Hands-on experience in HRMS, payroll management, compliance, and donor reporting.
• Proven experience in handling contracts, agreements, and statutory compliances (PF, ESIC, gratuity, insurance).
• Exposure to office operations, IT systems, asset management, and workplace safety/security audits.
• Proficiency in local language and MS Office/Excel.

Technical Skills:

• Strong knowledge of HR processes, labor laws, and statutory compliance.
• Proficiency in MS Office (Excel, Word, PowerPoint) and HRMS/ERP software.
• Ability to prepare budgets, financial reports, and donor-wise HR/Admin allocations.
• Knowledge of procurement processes, facility management, and asset monitoring systems.
• Familiarity with workplace safety, IT system backups, and security infrastructure (CCTV, audits, AMC management).

Core Competencies:

• Excellent organizational and multitasking abilities to manage diverse responsibilities.
• Strong analytical and problem-solving skills for handling compliance and financial accuracy.
• Effective communication, negotiation, and interpersonal skills to guide staff and liaise with stakeholders.
• Ability to develop SOPs, enforce compliance, and streamline HR/Admin systems.
• High standards of integrity, confidentiality, and accountability.

Preferred Attributes:

• Experience in multi-donor or CSR-funded projects.
• Ability to train staff, conduct inductions, and support HR awareness sessions.
• Proficiency in local language (Gujarati) along with English reporting skills.
• Willingness to travel occasionally for project-related HR/Admin support.

Key Benefits:

• Opportunity to work with a renowned NGO.
• On-site and off-site training opportunities.
• 5-day work week.
• Comprehensive medical insurance for employee, spouse, and children.
• Maternity and paternity leave as per organizational policy.
• 15 General Leaves and 16.5 earned leaves annually (earned leaves can be encashed if not utilized).
• 10 declared public holidays and 3 optional holidays.