Assistant, Administration

World Change Starts with Educated Children®

IMPORTANT: All applicants must be legally eligible to work in the country where the position is located. Room to Read is not able to provide sponsorship.

Position Overview :

The Assistant, Admin position will be based out of a field office or Jharkhand State office (ideally the field office) as per need, and this position will report to the Program Officer/District Lead. The position will perform varied day-to-day administrative functions, raise purchase requests, provide support in tracking expenses, make logistical arrangements, maintain stock registers, implement administrative policies, and keep track of materials used and still in stock. The role executes and coordinates operations such as meetings, conferences, workshops, and/or special events. The candidate should be willing to travel as and when required.

Key Responsibilities:

Procurement & Vendor Management:

• Support the end-to-end procurement process in accordance with organisational procurement policies and procedures.

• Identify vendors, obtain quotations, prepare comparative statements, coordinate reviews, obtain approvals, and maintain procurement documentation.

• Maintain the vendor database and procurement documentation.

• Monitor contract expiry dates and coordinate timely renewal or execution of new contracts.

• Coordinate with vendors to ensure timely delivery of goods and services. Verify vendor invoices, submit them to Finance on time, and follow up until payment is completed.

• Maintain procurement records, agreements, purchase orders, and supporting documents for audit and compliance purposes.

Office Administration & Facilities Management

• Responsible for the overall upkeep and day-to-day administration of the office.

• Ensure timely payment of field office rent, electricity, water, internet, and other utility bills, and maintain proper records of the same.

• Oversee the general upkeep and maintenance of the office premises, furniture, fixtures, and equipment, and coordinate timely repairs and servicing as required.

• Coordinate with the landlord, service providers, and utility vendors for uninterrupted office services and address any related issues promptly.

• Maintain adequate stock of office stationery, pantry items, housekeeping materials, and other office supplies.

• Raise procurement requests for routine office requirements.

• Ensure office safety, cleanliness, security, and compliance with organisational administrative standards.

• Manage and monitor Annual Maintenance Contracts (AMCs) for office facilities and equipment, ensuring timely renewals, preventive maintenance, and uninterrupted service delivery.

Logistics, Events & Travel

• Coordinate logistics arrangements for trainings, workshops, meetings, and program events.

• Arrange venue bookings, accommodation, transportation, catering, and event materials as required.

• Coordinate staff travel, including travel bookings and local transportation.

• Support logistical planning for program implementation activities at district and field levels.

Inventory & Material Distribution:

• Coordinate procurement, storage, packaging, dispatch, and distribution of programme materials.

• Maintain inventory registers and stock records for program materials at the field office.

• Maintain fixed asset and non-fixed asset registers in accordance with organisational policies.

• Support periodic physical verification of inventory and assets.

• Coordinate with programme teams to obtain material distribution acknowledgements and supporting documentation as applicable.

• Ensure proper storage, movement, and record-keeping of program materials.

Program Implementation & Documentation Support:

• Provide administrative and operational support for program implementation activities.

• Support data collection, data entry, verification, and database updates in organisational systems (including GSD or other designated platforms).

• Assist in data validation and periodic data cleaning to maintain accuracy.

• Extend support Program Field Coordinators and Programme Assistants during district, block, school, and community-level events, including documentation, photography, and other logistical assistance as required.

• Render support to the Program Field Coordinators/Program Assistants in rolling out community-level events and district/block/school-level workshops/meetings/events by documenting the meeting, clicking photographs, and any other support as required.

• Prepare, type, format, and maintain programme documents in English and Hindi, including managing electronic records, SharePoint folders, and file conversions as required.

• Prepare meeting minutes, maintain documentation, and follow up on agreed action points.

• Perform other administrative and documentation tasks assigned by the reporting manager.

Stakeholder Coordination & Relationships:

• Coordinate closely with concerned Programme, Finance, Procurement, and Administration teams to ensure timely support for programme activities.

• Ensure effective liaison w Liaise with vendors, service providers, landlords, government offices, and other external stakeholders as required.

• Respond promptly to administrative requests from field teams while ensuring compliance with organisational policies.

• Maintain professional relationships with internal and external stakeholders to support efficient programme delivery.

Compliance & Reporting:

• Ensure all procurement and administrative activities comply with organisational policies, donor requirements, and statutory regulations.

• Maintain complete documentation for procurement, inventory, payments, and office administration.

• Support internal and external audits by providing required records and documentation.

• Prepare periodic administrative and procurement reports as required.

Qualifications:

Required:

• Graduate in any discipline.

• 2-3 years of relevant experience in administration, procurement, logistics, or office management, preferably in the NGO, development, or social sector.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook)

• Willingness to travel frequently within the states.

• Ability to manage multiple tasks and meet deadlines.

• Self-motivated, flexible, and able to work without close supervision.

• Attention to detail.

• High standards of integrity, honesty, and professionalism.

• Strong negotiation skills.

Preferred:

• Flexible attitude towards changing priorities and ability to multi-task with an eye for detail.

• Strong initiative, proactive, and solution oriented.

• Team player.

• Excellent interpersonal and relationship-building skills.

Compensation:

Room to Read offers a competitive salary with excellent benefits. Benefits include a thirteenth-month bonus, health insurance, and a retirement plan. The non-monetary compensation includes a unique opportunity to be part of an innovative, meaningful, and rapidly growing organization that is transforming the lives of millions of children in developing countries through literacy and gender equality in education.

Room to Read is a child-safe organization.

Child Protection Principles

• Room to Read is committed to the education and welfare of children and protecting them from abuse and exploitation

• Room to Read has zero tolerance for child abuse and exploitation.

• All children have the right to be free from abuse and exploitation, including neglect, maltreatment, and physical, mental or sexual violence, injury or abuse.

• All children should be treated with respect and dignity.

• The well-being of the child is Room to Read’s first priority when dealing with all identified or suspected cases of child abuse.

• Room to Read shall integrate child protection into all its organizational strategies, structures and work practices.

Protection from Sexual Exploitation and Abuse (PSEA) Principles

• Room to Read Representatives must create and maintain an environment that prevents sexual exploitation and sexual abuse.

• Room to Read has zero tolerance for adult sexual exploitation and abuse.

• Sexual exploitation and abuse are serious violations of fundamental human rights and will not be accepted or tolerated.

• All adults should be treated with respect and dignity.

• Room to Read implements a survivor-centered approach, putting the survivor’s rights and dignity at the forefront.

• Survivors referred to available professional assistance (e.g. mental health counselling), upon consent.

Room to Read is an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds.

Read is a child-safe organization; all personnel must adhere to Room to Read’s Child Protection Policy, Child Protection Code of Conduct and Prevention of Sexual Exploitation and Abuse (PSEA) Policy.

About Room to Read:

Founded in 2000 on the belief that World Change Starts with Educated Children®, Room to Read envisions a world free from illiteracy and gender inequality, where all children have room to read, learn and grow - creating lasting change. Through our Literacy Portfolio, we train and coach teachers of the early grades in literacy instruction; create and publish quality books and curricular materials in local languages; and establish children’s libraries filled with diverse children’s books that can be enjoyed at school and home. Our Gender Equality Portfolio supports adolescents, particularly girls, in developing life skills that promote gender equality, helping them to pursue lifelong learning and make informed decisions.

We support young people of all genders to overcome gender biases and build the knowledge and skills to create a gender-equal world. Room to Read collaborates with local communities, partner organizations, publishers, and governments to test and implement innovative models that can be integrated into the education system to deliver positive outcomes for children at scale. To date, Room to Read has benefited more than 50 million children in 28 countries.

Learn more at www.roomtoread.org.