HR and Admin Secretary

In line with Oxfam’s strategic plans and policy guidelines to work under the leadership of the Regional Manager and playing major role in ensuring that Programme, HR and IT processes are quickly and timely.

Department                       Operations

Location                              Lucknow

Level / Pay Band               L-5

Contract                              2 Years

Reports To                          Finance Officer/ Regional Manager

Reporting Lines                  None

Key Responsibilities

Administration

• Ensure accurate and timely filing of all documents related to administration, HR, finance and projects / programmes
• Provide general administrative, financial and logistical support to the team including reservation of tickets and hotels and organising logistics, as and when required.
• Provide secretarial assistance to the Regional Manager and team members as and when required.
• General support for maintenance of office systems and facilities
• Contributes to the development of improvements to the department’s services, procedures and systems
• Maintain, Update and Manage Library
• Manage petty cash, travel advances, banking transactions and monthly accounting functions in relation to reconciliation of cash and books

Front Office

• Front Office Management- attending to visitors, calls and queries.
• Managing the incoming and outgoing mails and the General Office email id.
• Maintaining and updating details of staff movement

IT

• Act as the IT lead person for the office
• Maintain all the IT assets of the office, and ensure proper functioning of all the equipments
• Providing first level user support to staff
• Updating office softwares in coordination with the IT staff in Delhi
• Manage information filing and retrieval system for internal and external documents, and ensure a common approach to information management systems in the programme office

HR

• Act as HR point person in relation to information provision and coordination with HR staff in Delhi.
• Maintaining the HR database including leave records, attendance register, and all the personnel files
• Preparation of an induction plan for all the new joinees and share information about Oxfam India, the policies and its ways of working
• Provide support to the Regional Manager in planning the Performance Review process with the staff and during staff recruitments.
• Implement Oxfam’s Gender, Diversity and Equal Opportunities policies.
• Carry out and monitor subcontracting of services (security, cleaning, consultants, etc).
• Coordinate logistic arrangements during recruitments

Programme

• Maintain a schedule of project reports, both descriptive and financial.
• Liaise with partners on reporting schedules
• Assist Programme Coordinators and the Finance Officer in meeting requests from the Regional Manager and the head office of Oxfam India in relation to partner reporting.
• Assist in the preparation of project proposals, appraisals (of project proposals) and various kinds of reports (quarterly, final and project closure)

Qualifications and Experience        

• Two years experience in a similar job of which at least one year should be in an NGO
• University Degree, preferably in a discipline relevant for the job (e.g. B.Com)
• Basic accounting skills and proficiency in use of accounting softwares / packages, especially Tally
• High levels of computer literacy particularly MS Office, e-mail and the internet
• Good oral and written communication skills in English and Hindi. Knowledge of Marathi is desirable.
• Sound knowledge and experience in administration and planning including developing and implementing efficient office systems and procedures
• Ability to work independently and as part of a team
• Capacity to work under pressure
• Commitment to Oxfam India’s vision, mission and objectives
• Knowledge and understanding of the development sector
• Ability to manage and supervise general office work
• Sensitivity to gender equality and equity issues in work practices
• Able to follow set procedures and instructions
• Willingness to work extra hours to meet timelines
• Initiative to take on responsibility and work with minimal supervision and meets basic requirements for work
• Independent handling of correspondence
• Reliable / efficient storage and retrieval of records

Travel          Ability to travel within country and abroad as required.

Relocation   During the course of employment the post holder may be required to move base on a temporary or permanent basis to any workplace controlled by Oxfam India

How to apply

• All applications should be sent to Vacancies@oxfamindia.org
• All applicants to put “Ref. Name of the Position”  as the subject line  
• All applications should have the covering letter and the CV as a single document , in a word format.