Job Description
Description. BACKGROUND:. Passing Gifts Private Limited (PGPL) is a wholly owned subsidiary of Heifer International USA and it provides services in educating, consulting, training, advising, and providing professional and technical services to individuals, associations, and entities in India and abroad, particularly those who support or are working in the areas of social advancement and sustainable development. This position may also require service agreements, secondment agreements, between entities, etc
PGPL is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability
Function. The Operations Assistant will provide comprehensive administrative, program, and financial support to ensure efficient operation of the office. This position will ensure effective communication and adherence to organizational policies and procedures
RESPONSIBILITIES AND DELIVERABLES: (including approximate percentage effort):. Administrative Support (50%):. Provide logistic support for smooth daily functioning of the office
Assist the administration team in activities related to office re-opening, office maintenance, new office set-up, etc
Assist in the planning of company events like retreats and other employee engagement activities
Assist in the procurement process
Assist the administration team in managing travel arrangements and reviewing travel bills
Manage logistics for workshops, meetings and conferences including organizing the venue, transportation, accommodation, etc
Prepare reports, memos, letters, and other documents as needed
Administer stock and inventory of stationery and office supplies and maintain proper records in the inventory software
Assist in the repair and maintenance of office properties and equipment
Provide clerical services including typing, proofreading, and editing documents, document translation photocopying, scanning, printing, etc
Program Support: (30%). Assist in the planning and execution of program activities and events
Support the development and distribution of program materials
Coordinate with program staff and external stakeholders to ensure smooth implementation of projects
Monitor program timelines and ensure deadlines are met
Assist in collecting and compiling data for program reports and evaluations
Maintain accurate records of program activities and participant information
Financial Support (20%). Assist the finance team in tracking expenses and preparing financial reports
Support the finance team in processing invoices and payments, ensuring accuracy and adherence to the budget
Support in the preparation of financial documentation for audits and reviews
Assist with Tally data entry, whenever required
Qualifications And Skills. Bachelors degree in Business Administration, Social Sciences, or a related field; equivalent work experience may be considered
Minimum of two (2) years of administrative experience, preferably in a nonprofit or program-based environment
Experience in program coordination or support is highly desirable
Essential Competencies. Excellent interpersonal skills with the ability to navigate challenging situations to achieve goals and deadlines
Demonstrate a high degree of honesty and integrity
Motivated to work responsibly with little supervision
Ability to meet and deal with others in a courteous and tactful manner
Ability to work with sensitive information and to always maintain confidentiality
Ability and willingness to work a flexible schedule
Fluent in Hindi, English, and local language, spoken as well as written
Have an interest in animals/agriculture community development
Willingness and ability to travel locally and internationally
Knowledge of word processing, spreadsheets, PowerPoint, web designing, collaboration platform and tools, and electronic mail software (Microsoft preferred)
Constant sitting, standing and walking, with occasional bending and lifting; may work at a computer for extended periods of time
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