• Officer, Administration and Procurement

    Country
    India
    City
    Bhopal
    Type
    Full Time
    Program (Division)
    Country Programs - Country Teams
  • Overview

    The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to saving lives and reducing the burden of disease in low-and middle-income countries, while strengthening the capabilities of governments and the private sector in those countries to create and sustain high-quality health systems that can succeed without our assistance. For more information, please visit: http://www.clintonhealthaccess.org

     

    CHAI has been working in India since 2004 in close partnership with and under the guidance of the Ministry of Health and Family Welfare (MoHFW) at the Central and States’ levels on an array of high priority initiatives aimed at improving health outcomes. Currently CHAI works across projects to expand access to quality care and treatment for HIV/AIDS, Hepatitis-C, tuberculosis, cancer and immunisation. Additionally, CHAI is also supporting the government of Madhya Pradesh (MP) on large-scale programs to arrest childhood and maternal mortality due to malnutrition, anaemia, diarrhoea and pneumonia, and helping increase access to quality Family Planning services.

    Responsibilities

    • Office Management
      • Responsible for procurement, maintenance, and performance of general utilities of the regional office (office premises, major equipments, facilities and services).
      • Responsible for legal contracts and agreements (O&M services, facilities, office premises, lease and maintenance).
      • Ensure functioning systems of security including health and fire safety, and be responsible for related service contracts, contracting, and monitoring.
    • Procurement and Filing
      • Responsible for procurement of office assets and services and management of fixed assets.
      • Lead procurement processes including preparation of RFQs, RFPs, documents, receipts of quotations, bids or proposals, evaluation forms, and supporting documents.  
      • Responsible for overall office filing systems; Maintain office files and tracking systems for all personnel, procurements, office supplies, and payments. 
      • Maintain attendance and leave records for all staff. 
      • Ensure that organization policies are followed. 
      • Develop and maintain a central list of suppliers and service providers for all essential office support facilities and ensure necessary procurement protocols are followed  
      • Monitor and prepare purchase orders, purchase approvals, check requests, expense reports, fee payments, and invoices; track POs and work orders in project database. 
      • Coordinate with the Finance team for tracking payments, expenses and manage petty cash.
    • Travel and Events
      • Manage other support services related to printing, event management etc.
      • Coordinate travel and logistics for consultants, staff, and project partners, according to the organization guidelines and regulations.
      • Maintain a tracking system for all travel. 
      • Arrange and coordinate logistics for conferences, meetings, workshops, special events and appointments to include: reserving rooms, making catering arrangements, setting up presentations and conference calls. 
      • Select venues for workshops, trainings, and meetings and process contracts and agreements.
      • Liaise with government offices and statutory bodies as may be required.
    • Perform other related duties, as required.

    Qualifications

    • Post graduate in relevant field (Administration, Office management) 
    • 7-12 years of relevant work experience in similar organisational/functional context
    • Team player, able to work in a collaborative way, and to use own initiative
    • Good organisational skills, including ability to work within tight deadlines and with a range of individuals and organisations
    • Good interpersonal and communication skills

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