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Assistant Manager - Procurement

Vijayawada

  • Organization: IRRI - International Rice Research Institute
  • Location: Vijayawada
  • Grade: Mid level - Mid level
  • Occupational Groups:
    • Administrative support
    • Procurement
    • Managerial positions
  • Closing Date: Closed

Admin Associate
 
CONTRACT | YRGCARE | INDIA
 
Posted On 06/04/2024
 
Job Information
Job Opening ID: YRGCARET930
 
Work Experience: 4-5 years
 
Industry: NGO/Social Services
 
City: Vijayawada
 
State/Province: Andhra Pradesh
 
Zip/Postal Code: 520003
 
Salary (per annum): Commensurate with skills and experience.
 
Job Description:
 
Y.R. Gaitonde Centre for AIDS Research and Education (YRGCARE)
 
Position :                   Admin Associate
Location :                  Vijaywada
Project :                     ACCELERATE                     
Reports to:                State Manager (E0009)
Job Summary
The Admin Associate will primarily offer support in the general administration of the offices in Andhra Pradesh including asset management and procurement support, manage payables, review of district office vouchers, general ledger and reporting function at YRGCARE, including processing of purchase orders, vendor payments, staff travel, and activity facilitation. Position is responsible for completeness and accuracy of the books of accounts, compilation of reports and ensuring timeliness of all payments and recording of transactions.
 
Roles and Responsibilities:
 
Job Description: Admin Associate will work closely with the district teams and State Manager. Will have also reporting and liaison with our Chennai office for day to day guidance and support. Specific responsibilities include.
  • Fortnightly meeting with the district teams to understand the expenses incurred by the teams for activities, travel and any other expenses. Guide the team to document them and report back with original documents for verification.
  • Manage all cost-sharing activities, monthly verification with the district teams and timely reporting to the Central team in Delhi.
  • Maintenance of weekly MIS & burn rates, compilation of monthly financial reports
  • Ensure approved budget and expenditure for each month is submitted along with activity plans, travel plans for next month.
  • Prepare quarterly budget for the districts and State in coordination with team members.
  • Manage rental agreements, BTC vendors, empaneled vendors including the working of any partners working in the State. Ensure all compliances, timely execution of contracts including renewals.
  • Manage staff attendance in coordination with reporting officers and State managers to ensure exception report is sent on time, attendance is compliance is marked.
  • Help in onboarding of staff in coordination with HR team, orientation on the admin, HR, travel and other key policies. Help new recruits to get oriented on the program and introduction to the program team. Ensure required assets are issued and asset register and online system is updated. Identity card is issued.
  • Help in relieving process of the exiting staff, ensure all assets issued to the staff are returned back to the project and coordinate with HR and Finance team for further processing.
  • Ensure all assets are entered in the physical register in the State office and those assets which need to be entered/updated in online in coordination with Chennai office.
  • Ensure time to time asset verification and updating in the system. Coordinate with Chennai office for managing old, defunct or unused assets.
  • Overall responsibility for books, registers & daily Updation. Daily Book keeping: including project codes and CoA
  • Registers for control of inventory/supplies, manage Imprest & advances
  • Tracking timely settlement of imprests & advances including payment of rent and other monthly dues
  • Scrutinize travel and project claims within the policy and get approved by reporting officers.
  • Documentation assurances for all transactions including other relevant records management
  • Coordination with procurement division at Chennai office and compliance with procurement policy
  • Overall responsibility for policies. Whenever new policies are released ensure online sessions are taken and staff are oriented with help of other team members.
  • Ensure TDS, GST and other statutory obligations. Ensure all consultants are onboarded and released as per the policy.
  • Manager insurance and verification of possession (annual)
Requirements
 
Skill qualification and experience:
  • Bachelor’s/Master’s degree in any discipline with 2-3 years related experience
  • Exposure to non-profit organizations desired
  • Strong problem-solving skills and impeccable attention to detail, timeliness and accuracy.
  • Ability to speak, understand, read and write in English
  • Good computer skills e.g. MS Word, PowerPoint, MS Excel
YRGCARE is an equal opportunity employer. At YRGCARE, we are committed to supporting inclusion and diversity as part of our values. We actively celebrate employee’s different abilities, sexual orientation, ethnicity, faith, and gender. Our employees are people with different strengths, experiences and backgrounds, who share a passion for improving people's lives.
 
This vacancy is now closed.
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