Administration Officer

Administration Officer

Location: New Delhi, India Country Office
Department: Administration
Reports To: Manager - Administration

About the Organisation

Jhpiego is an international, non-profit health organization and an affiliate of Johns Hopkins University, dedicated to improving the health of women and families in developing countries. For over 50 years, it has focused on providing high-quality, low-cost health care solutions, training health workers, and strengthening health systems.

 Jhpiego has been working in India since the 1980s in close partnership with national and state governments. With deep technical expertise and strong on-the-ground execution, Jhpiego helps design, test, and scale practical solutions and innovations that fit real-world systems across 11 thematic domains (Maternal and Newborn Health, Reproductive Health, Nutrition, Immunization, Comprehensive Primary Health Care, Human Resources for Health, TB and Infectious Diseases, Global Health Security, Women's Cancers, Non-Communicable Diseases, Digital Health).

About the Position

The Officer - Administration is responsible for ensuring the efficient, safe, secure, and cost-effective operation of the India Country Office. The incumbent will manage office facilities, workplace services, safety and security, travel and logistics, vendor management, transportation administration, asset management, and administrative support services to enable smooth organizational operations.

The role serves as the focal point for day-to-day administrative operations and works closely with employees, vendors, visitors, and other support functions to ensure a productive, compliant, and employee-friendly work environment. The position will also support risk mitigation, emergency preparedness, and business continuity initiatives to safeguard employees, assets, and organizational operations.

Roles and Responsibilities

1. Facilities Management

• Manage the day-to-day administration and maintenance of the India Country Office.
• Ensure office facilities, infrastructure, workstations, meeting rooms, and common areas are maintained in a safe, functional, and professional condition.
• Coordinate preventive and corrective maintenance of office premises, equipment, furniture, and utilities.
• Monitor office space utilization and support workplace planning initiatives.
• Ensure uninterrupted availability of utilities and essential office services.
• Coordinate office renovation, refurbishment, and infrastructure improvement projects, as required.

2. Safety, Security & Risk Management

• Serve as the focal point for workplace safety and security within the Country Office.
• Support implementation and monitoring of organizational security policies, protocols, and procedures.
• Coordinate office access control measures and visitor management processes.
• Conduct periodic workplace safety inspections and identify corrective actions.
• Ensure maintenance and readiness of fire safety equipment, emergency exits, first-aid facilities, and evacuation procedures.
• Coordinate emergency response drills, evacuation exercises, and employee awareness sessions.
• Maintain incident reporting records and support investigation and closure of safety and security incidents.
• Liaise with building management, security agencies, local authorities, and emergency service providers as required.
• Support organizational business continuity and emergency preparedness efforts.

3. Housekeeping & Workplace Services

• Oversee housekeeping, pantry, and workplace support services.
• Ensure high standards of cleanliness, hygiene, and workplace upkeep.
• Conduct regular inspections and monitor service quality.
• Address facility-related employee concerns and coordinate timely resolution.
• Ensure adequate availability of pantry supplies and office consumables.

4. Travel & Logistics Management

• Coordinate domestic and international travel arrangements for employees, consultants, visitors, and leadership teams.
• Manage hotel bookings, transportation, airport transfers, visa support documentation, and travel logistics.
• Ensure travel support processes comply with organizational policies and approved budgets.
• Maintain travel records and vendor performance metrics.
• Support travel planning during donor visits, workshops, conferences, and leadership meetings.
• Coordinate with empanelled taxi and transportation vendors to ensure timely, safe, and reliable transportation services for employees, consultants, visitors, and leadership teams.
• Monitor vehicle availability, service quality, driver conduct, safety compliance, and adherence to organizational requirements.
• Maintain transportation service records and address service delivery issues in a timely manner.

5. Vendor & Service Provider Management

• Manage administrative vendors and service providers including housekeeping, security, travel, transportation, facility maintenance, courier, and other support services.
• Monitor vendor performance and ensure compliance with contractual obligations and service level agreements.
• Coordinate vendor onboarding, renewals, documentation, and performance reviews.
• Verify invoices and facilitate timely processing of payments in coordination with Finance and Procurement teams.
• Identify opportunities for cost optimization and process improvement.
• Review and verify vendor invoices for completeness, accuracy, contractual compliance, and supporting documentation prior to submission for payment.
• Coordinate closely with Finance and Procurement teams to ensure timely processing and payment of invoices, avoiding service disruptions and maintaining positive vendor relationships.
• Monitor outstanding invoices and vendor payments and proactively follow up to ensure adherence to payment timelines.

6. Asset & Inventory Management

• Maintain accurate records of office assets, equipment, furniture, and inventory.
• Ensure proper asset tagging, tracking, movement, maintenance, and disposal.
• Coordinate periodic physical verification of assets and inventory.
• Maintain inventory of office supplies and ensure adequate stock levels.
• Support fixed asset audits and compliance requirements.

7. Meeting, Event & Visitor Management

• Coordinate administrative and logistical arrangements for meetings, workshops, trainings, conferences, and organizational events.
• Support venue selection, accommodation, transportation, catering, and event logistics.
• Coordinate arrangements for leadership visits, donor missions, and external stakeholder engagements.
• Ensure smooth visitor management and reception support.

9. Administrative Compliance & Governance

• Ensure compliance with organizational policies, administrative procedures, and internal controls.
• Maintain administrative records, contracts, licenses, permits, and service agreements.
• Support internal, external, donor, and statutory audits by providing required documentation.
• Track and close administrative audit observations within agreed timelines.
• Assist in developing and updating administrative SOPs and operational guidelines.

10. Business Continuity & Emergency Preparedness

• Support implementation of office business continuity and contingency plans.
• Maintain updated emergency contact information and response protocols.
• Coordinate preparedness measures for disruptions arising from natural disasters, civil unrest, health emergencies, or infrastructure failures.
• Ensure critical administrative service continuity during emergencies.
• Support employee awareness and preparedness initiatives.

11. Budget Monitoring & Reporting

• Support preparation and monitoring of administration budgets.
• Track administrative expenditures against approved budgets.
• Prepare periodic reports on facilities, travel, vendor management, asset utilization, and administrative performance indicators.
• Recommend cost-effective solutions while maintaining service quality standards.

Qualifications and Experience Education

• Bachelor's degree in Business Administration, Public Administration, Operations Management, Facility Management, or a related discipline.
• Postgraduate qualification in Administration, Operations, or Business Management will be an advantage.

Experience

• 5-8 years of progressively responsible experience in administration, facilities management, office operations, or workplace services.
• Experience managing facilities, travel, security services, vendors, and office operations.
• Previous experience in an NGO, INGO, development sector organization, or multinational environment preferred.
• Experience supporting audits, compliance requirements, and administrative governance processes.

Kn

Knowledge & Skills

• Facilities and workplace management
• Safety and security administration
• Risk management and emergency preparedness
• Vendor and contract management
• Travel and logistics coordination
• Asset and inventory management
• Fleet and transportation management
• Budget tracking and cost control
• Strong planning and organizational skills
• Excellent interpersonal and stakeholder management abilities
• Strong written and verbal communication skills
• Proficiency in Microsoft Office applications and administrative systems