Administrative Officer

Office Administration

·      Manage day-to-day administrative operations and office facilities.

·      Maintain office records, files, registers, and document management systems.

·      Manage office supplies, equipment, and administrative resources.

·      Coordinate meetings, events, workshops, and other administrative activities.

Documentation & Compliance

·      Maintain statutory records and documents, including PAN, 12A/12AB, 80G, CSR-1, NGO Darpan, FSSAI, and other regulatory compliances.

·      Maintain registration certificates, licenses, agreements, renewals, and compliance-related documentation.

·      Support audits, statutory filings, annual reporting, and compliance tracking.

·      Coordinate with consultants, auditors, government departments, donors, and partner organizations for documentation and compliance matters.

Human Resource & Staff Administration

·      Maintain employee, intern, volunteer, and consultant records and HR documentation.

·      Support recruitment, onboarding, attendance, leave management, and personnel administration.

·      Prepare appointment letters, certificates, ID cards, and other HR-related documents.

·      Ensure employee records are updated and maintained confidentially.

Project & Field Coordination

·      Maintain project records, beneficiary databases, and program documentation.

·      Coordinate with field teams, volunteers, and project staff to ensure timely reporting and documentation.

·      Support preparation of project reports, donor updates, and program-related documents.

·      Assist in administrative arrangements for community programs, awareness campaigns, and other organizational activities.

Communication & Correspondence

·      Manage official emails, letters, phone calls, notices, and other organizational communications.

·      Draft and prepare professional correspondence, including letters, notices, acknowledgements, and official documents.

·      Coordinate communication with donors, government departments, partner organizations, vendors, volunteers, and other stakeholders.

·      Maintain records of incoming and outgoing communications and ensure proper documentation.

·      Follow up on important communications and administrative matters in a timely manner.

Asset & Inventory Management

·      Maintain an updated register of organizational assets, equipment, furniture, and other resources.

·      Monitor office stationery, food distribution materials, project supplies, and other inventory.

·      Coordinate maintenance and repair of office equipment and organizational resources.

·      Ensure proper utilization, safeguarding, and tracking of organizational assets.

Reporting & Record Management

·      Maintain systematic physical and digital records of organizational documents.

·      Ensure proper naming, filing, scanning, and backup of important documents.

·      Prepare administrative reports and management updates whenever required.

·      Maintain confidential organizational and employee information securely.

·      Assist management in preparing documents required for meetings, audits, inspections, donor reviews, and government requirements.