Senior Executive Administration

YOUR ROLE

grassroots events

sourcing reliable vendors

office administration, travel, logistics, housekeeping

internal teams and external partners

KEY RESPONSIBILITIES

1. Office & Administrative Management

• Manage office files, MoUs, donor documents, and compliance trackers
• Oversee office operations, housekeeping, supplies, communication, and couriers
• Support HR with basic joining/exit formalities, attendance, and records
• Coordinate monthly meetings and administrative schedules

2. Vendor Sourcing & Procurement Support

• Identify and source suitable vendors for events, materials, and services
• Collect quotations, prepare basic comparative statements, and follow procurement SOPs
• Coordinate with vendors for timelines, deliveries, and documentation
• Maintain vendor databases and empanelment records
• Assist in quality checks and invoice processing under the guidance of the team lead

3. Programme & Event Support

• Coordinate logistics for field visits, events, trainings, and school programmes
• Ensure materials, IEC items, kits, and sports equipment are arranged on time
• Liaise with schools, partners, and local vendors for event preparation
• Support programme teams with documentation, printing, and dispatches

4. Travel & Logistics

• Manage travel bookings for staff and visitors
• Coordinate transportation for field teams
• Track dispatch and delivery of programme materials

5. Documentation & Reporting

• Prepare administrative MIS and monthly reports
• Maintain asset registers and inventory records
• Support audits and compliance documentation

6. Finance & Compliance Support

• Assist with invoice verification and record-keeping
• Ensure adherence to organisational and donor norms.

sourcing vendors, negotiating timelines

You are comfortable with digital tools, enjoy working with trackers, and can draw simple insights from data. You can juggle procurement support, office operations, travel, logistics, and field coordination with accuracy and calmness.

professionalism, warmth, and ownership