Role & responsibilities
1. Administrative Work
- Process Chart Prepare in consultation with the Admin team for effective implementation.
- Planning & Meetings Prepare agendas for planning sessions and meetings according to tasks.
- Reporting – Prepare reports for AGM, training completion, and work progress.
- Quotations – Collect and compare quotations for printing, bags, and albums.
- Agreements & MOUs – Draft and finalize with translators, musicians, printers, and vendors.
- Emails and phone calls – Send communications and follow up calls to Zonal Coordinators, Resource Teams, Singers, Musicians, Choreographers, Translators, Regional Coordinators, and Pastors.
- Accounts – Prepare monthly budgets, follow up on payments, and ensure account settlements.
- Follow-Up – Monitor progress of material designing, translation, proofreading, editing, printing, dispatch, training, album production (Tamil, Malayalam, Kannada, Telugu, Hindi), and other administrative work.
2. Material Preparation & Follow-Up
- Receive curriculum from the President and work on with leadership team.
- Plan Writing with the help of the Admin Team and seek approval.
- Plan for Methodology writing with Resource Team.
- Plan for designing and printing in multiple languages (Tamil, Malayalam, Kannada, Telugu, Oriya, Bengali, Nepali, Punjabi, Marathi, Gujarati, English, Hindi).
- Follow-up on translation, proofreading, editing, and Material production.
- Ensure timely dispatch of materials to zones.
3. Material Printing
- Collect quotations from Heritage Printers.
- Coordinate with Heritage printing press for timely execution.
- Ensure high-quality output of all printed resources.
- Oversee multi-language printing (Tamil, Malayalam, Kannada, Telugu, Oriya, Bengali, Nepali, Punjabi, Marathi, Gujarati, English, Hindi).
- Verify final copies before bulk production.
4. Communication & Coordination
- Emails – Send updates to ZOC, coordinators, resource teams, translators, pastors.
- Phone Calls – Follow-up with stakeholders for smooth coordination.
- Meetings – Prepare agendas for planning meetings; liaise with ZOC and Admin team.
5. Training & Program Support
- Finalize training dates with Admin & Zonal Coordinators.
- Organize and monitor training schedules.
- Inform Zonal/Regional Coordinators of training dates in their respective areas.
- Coordinate with Zonal Coordinators, Coordinators, Trainers, and Leaders for training delivery.
- Collect training budgets from each zone and seek approval.
- Plan state-wise leaders’ training with respective Zonal Coordinators.
- Plan leadership training visits and taking special sessions at the trainings with Admin approval.
- Coordinate CGC Club visits with Admin team and Zonal Coordinators
6.
- Discuss with Regional Coordinators and confirm singers and choreographers.
- Coordinate with musicians, singers, and choreographers.
- Work with the Media team for costumes, locations, backdrop settings, and other requirements.
- Follow up on composing, audio recording, choreography, and final delivery of albums (Tamil & Hindi).
- Coordinate with the Accounts department for payment release to the Media team.
- Plan the album production budget and obtain approval.
7. Material Dispatch & Warehouse Coordination
- Obtain approval for transport of material dispatch to Tamil Nadu regions.
- Coordinate with the Transport Department to arrange vehicles.
- Prepare kit orders list from zones/regions and plan dispatch accordingly.
- Segregate materials based on zone/region kit orders.
- Work with the Warehouse team for zone/region-wise dispatch.
- Contact transport agencies (ABT, VRL, SRMT, NAVATHA, GATTI) and confirm address details for parcel booking.
- Ensure timely and accurate delivery of all resources.
8. Accounting Work
- Prepare monthly and annual budgets.
- Track and monitor expenses related to printing, training, dispatch, and events.
- Follow up on vendor and service provider payments.
- Settle accounts in coordination with the Finance/Accounts department.
- Maintain records of financial transactions for audit and reporting purposes.
9. Follow-Up Work (Entire Project)
- Monitor material designing, translation, proofreading, editing, and printing progress.
- Ensure dispatch schedules are met and confirm delivery with zones/regions.
- Track training schedules, confirm attendance, and follow up on completions.
- Oversee album production steps – composing, audio recording, choreography, and delivery.
- Regularly check progress with Admin, ZOC, translators, musicians, designers, vendors, and coordinators.
- Maintain a follow-up checklist to ensure no stage of the project is delayed.
10. Reporting
- Prepare monthly, quarterly, and annual progress reports.
- Compile reports for AGM (Annual General Meeting).
- Maintain reports on training completion across zones/regions.
- Submit detailed updates on work progress to Senior Leadership and Program Director.
- Provide data-driven insights for future planning.
11. Documentation
- Maintain all project-related files and documents in their respective folders.
Preferred candidate profile
Required Skills & Competencies
- Strong organizational and multitasking skills.
- Good communication (email, phone, reports).
- Basic budgeting & accounting.
- Ability to manage multiple languages/projects.
- Interpersonal skills to work with diverse teams.
Work Relationships
Reports to: Senior Leadership / Program Director.
Works with: Admin team, Zonal Coordinators, Translators, Musicians, Designers, Vendors, and Regional Coordinators.
