Objectives:
To supervise the administrative team members of PETA India's Mumbai office, ensure that all administrative operations of that office are performed in a seamless and efficient manner, and suggest ways to improve the organisation's administrative processes in a proactive manner
Reports To:
Senior Manager of Administration and Systems
Primary Responsibilities and Duties:
- Manage administrative staff to ensure the effective execution of their roles and responsibilities with strict adherence to standard operating procedures (SOPs) as well as planning and implementing office systems
- Ensure effective management of office facilities and layout, including indoor and outdoor office premises as well as maintaining cleanliness, tidiness, and orderliness through daily inspections and necessary corrective actions
- Ensure proper recordkeeping of office assets, conduct monthly audits, and submit reports with recommendations
- Ensure maintenance of office equipment such as work stations, air conditioners, computers, printers, inverters, water purifiers, air purifiers, and CCTV cameras
- Renew or extend warranties and replace irreparable equipment as required
- Ensure that office equipment allotted to staff such as phones and laptops is working properly at all times and replace equipment when necessary after cost approvals have been obtained
- Oversee the effective management of shipping and mailing for the Mumbai office, including coordinating with the local post office, courier, and parcel service providers
- Place orders for printing based on a monthly check of stocks and ensure effective storage and distribution
- Ensure the effective procurement of the Mumbai office's campaign, veterinary, and emergency responserelated inventories (including medicine, instruments, and other equipment); their on-site and off-site storage; and distribution
- Ensure that props and other artwork are prepared or printed and delivered on time, as per the requirements of relevant departments of the Mumbai office
- Negotiate with at least three stakeholders and vendors for each need, ensuring the quality of services and products at reasonable costs
- Manage certain aspects of animal fostering programmes by ensuring the effective supply of animal food, medicine, and other supplies and help foster parents with veterinary services
- Manage logistical requests by staff members, including travel and hotel bookings, in a prompt fashion
General
- Create and update SOPs as needed regarding the filing of letters, reports, documents, photographs, and other records by PETA India staff with the Supervisor's approval
- Ensure effective recordkeeping and adherence to SOPs by working with concerned supervisors
- Prepare or share administrative communications at the request of the Supervisor
- Work with relevant supervisors to ensure adherence to SOPs while uploading content by staff on the shared PETA India office calendar and organise this content effectively
- Select software with the help of IT and create and maintain databases of important PETA India contacts using this software
- Ensure that PETA India's software programme needs are met with the help of the information technology (IT) services of a PETA entity or third-party IT service providers
- Work with IT to ensure that PETA India data storage systems are maintained and functioning efficiently
- Coordinate the content for PETA India's Animal Times magazine, Annual Review, Rescued calendar, and other printed materials as requested
- Proactively identify and recommend the latest and best technology, systems, and procedures
- Use Microsoft Excel, PowerPoint, and other applications as required to share information effectively
- Assist with the organisation of events held by PETA India at the request of the Supervisor
- Ensure the timely renewal of office leases, identify appropriate office spaces when required, and ensure smooth relocation when needed
- Perform any other duties assigned by the supervisor
Qualifications:
- Post-graduate/graduate degree in a related subject preferred
- Experience between 5-10 years
- Strong proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint
- Demonstrated interest in and excellent working knowledge of the internet
- Fluency in English and Hindi
- Knowledge of other Indian regional languages a plus
- Exceptional verbal communication skills
- Excellent writing skills, including the demonstrated ability to compose and edit letters
- Proven ability to develop and execute organisational and administrative ideas
- Demonstrated capacity to be a team player as well as being an efficient independent worker
- Excellent research skills
- Ability to take initiative and follow through with a proactive approach to work
- Ability to make sound decisions
- Strong organisational skills and attention to detail
- Proven ability to work well under pressure and meet deadlines
- Ability to deal with different kinds of people in a professional manner
- Ability to handle confidential information with discretion
- Ability and willingness to travel occasionally as required (mostly to the other PETA India or partner organisations offices)
- Adherence to a vegan lifestyle
- Thorough knowledge of animal rights issues and campaigns
- Support for PETA India's philosophy and the ability to advocate for the organisation's positions on issues in a professional manner
- Commitment to the objectives of the organisation
