Home
Council on Energy, Environment and Water Integrated | International | Independent

Administrative Research Assistant

Operations

Job LocationNew Delhi

Reporting toAssistant Administrative Officer and Team Leads

Purpose

The Administrative Research Assistant (ARA) for Research teams is a role that will be crucial in supporting the teams in fulfilling their duties and in ensuring smooth administration of the teams. The individual will provide a variety of administrative support to the research teams. The ARA will be a critical thinker who works well in an extremely fast-paced, results-driven and deadline-sensitive environment. The individual should be able to adapt to the priorities and demands of the teams. The ARA should demonstrate the ability to use latest technology to enhance efficient administrative support to the research teams. The ARA will be highly organised and an articulate administrator.

In addition to the duties and responsibilities below, the individual should be prepared, as and when necessary, to take on additional responsibilities, and respond to events and developments that cannot be anticipated easily.

Job Duties and Accountabilities

Scheduling and Engagements

  • Scheduling appointments and keeping an updated calendar setting location, time, and duration, identifying, inviting and confirming participants, facility arrangements where required.
  • Preparing meeting notes and agendas, taking minutes and preparing drafts for review.
  • Drafting acknowledgment and thank you letters, personal correspondence, and other tasks.
  • Helping the Team Leads and other research team members in formatting speeches and presentations.
  • Advising/creating/updating/tracking working files.
  • Ensuring that the Team bios are kept updated and responding to requests for materials regarding the Team members.

Travel

  • In collaboration with the travel vendor managing Team Leads’ travel arrangements and proactively coordinating the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, hotels, transportation, meeting agendas and necessary contacts, as well as other information. This will require significant ability to use technology to reduce costs and improve scheduling timelines.
  • Processing passport renewals, visas and related travel documents.
  • Preparing travel folders and related meeting materials.
  • Assisting the Team Leads with invoicing, settling travel and other claims. The use of technology will be critical to deliver on this task.
  • Prepare expense reports for the Team Leader in adherence with internal policies and deadlines. A tech-savvy approach will be critical to deliver on this task.

Database and Record Keeping

  • Building and maintaining comprehensive database(s) of CEEW stakeholders and other resources, such as: research partners, donors, sectoral/thematic experts, vendors, general contacts, service providers, survey agencies, count of publications/events, etc.
  • Frequent maintenance and updating databases and associated recordkeeping.

Outreach and Operations

  • Managing registration at CEEW events.
  • Scanning business cards received by CEEW employees each month.
  • Keeping a track of CEEW publications in stock and maintaining a minimum stock of key publications.
  • Making professional follow-up calls such as invitees in the run up to CEEW event, setting up external/internal meetings, etc.
  • The ARA will from time to time provide support the Operations Team as required without compromising the Team Support functions. She/he will support in the administration as required by the Assistant Administrative Officer and Director of Operations.

Selection Criteria

Education and Experience

  • Graduate degree in business, economics, finance, office management or equivalent qualification relevant to the role.
  • Experienced in administrative assistant work.

Key skills

  • Ability to multitask and prioritize work in a dynamic and fluid environment.
  • Proficient skills in Microsoft Word, PowerPoint, and Excel features.
  • Skills in managing new technologies and media platforms.
  • Candidate must display maturity and proficiency with external communications
  • Can-do attitude with a solution-oriented approach
  • Creative personality with ability to find economic and efficient ways to manage the provided tasks
  • Willingness to show initiative towards managing unforeseen tasks.
  • Highly sensitive to need to ensure confidentiality.
  • Flexibility towards long work hours in case of demanding situations, especially when major deadlines and events are approaching.
  • Foreign language skills desirable.

Compensation

Competitive compensation – commensurate to the experience, and matching the best of standards adopted by industry or other similar organisations for similar roles

Application procedure

Interested candidates are requested to share their curriculum vitae (CV) and cover letter explaining your interest in the position (in one document preferably PDF) and send it to jobs@ceew.in in with ‘'Application: Administrative Research Assistant’ as the subject line. Please do not contact individual researchers for any open position. We are an equal opportunities employer and female candidates are encouraged to apply. Applications will be reviewed on a rolling basis. Only shortlisted candidates will be notified by us.