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

Council on Energy, Environment and Water (CEEW), New Delhi
Administrative Officer

Terms of Reference

Council on Energy, Environment and Water (CEEW) has been Great Place to Work-Certified™.

At CEEW, we are deliberate about what we stand for (and what we don’t stand for!) as an employer. So, if the below description strikes a chord, we would love to hear from you!

At CEEW, we build careers in public policy

  • We offer strong visionary leadership – with emphasis on research and impact at scale
  • We actively promote leadership by initiative
  • We celebrate talent and ambition
  • You will be surrounded by smart people who will challenge you and help you grow
  • You will learn faster than your peers in other organisations
  • Curiosity and irreverence as well as responsibility come together at CEEW
  • You will get above-market remuneration
  • We provide a safe space for all
  • At CEEW, your life is your example for others

Designation Offered: Administrative Officer

Reporting to: Dual reporting to Administrative Officer and the Programme Associate

Job Location: Lucknow

Purpose

CEEW seeks to hire an Administrative Officer (AO), a role that will be crucial in ensuring smooth administration and procurement processes in the institution. The role of the AO will be to facilitate the process, by ensuring that appropriate systems are put in place to help the institution scale up and support its growth. The AO will report directly to Administrative officer with a dotted line to Programme Associate and will assist in developing, implementing and streamlining operational processes and guidelines on multiple fronts for CEEW – while maintaining ease in operations. Crucially, in addition to the duties and responsibilities outlined below, the AO should be prepared, when necessary, to take on additional responsibilities, as and when required, in a “project management mode”.

Job Duties and Responsibilities

Office Administration

  • Supervising the overall office physical environment and ensuring it adheres to the highest standards of safety, health and wellbeing.
  • Keeping track of all recurring administrative and maintenance bills, including rent, internet, mobile, utilities and all other regular vendors; and ensuring they are paid in a timely fashion.
  • Ensure functionality of necessary office equipment, and requisitioning new equipment and supplies as needed
  • Administering the security services for the office and ensuring safety of personnel and equipment.
  • Ensuring that the office is following municipal safety and security codes and guidelines.
  • Communicate effectively with colleagues and team leads on key administrative updates.
  • Leading internal training programmes around best-in-class administrative practices.
  • Ensure that a purchase of goods or services is made only when there is a legitimate need and in accordance with the organisation’s procurement policies and Board approved budget.
  • Ensure that materials, supplies and services purchased are of the highest quality standards at the right price and with the most favourable payment terms.
  • Ensure suppliers deliver at the right time in accordance with the requirements of the CEEW.
  • Purchase orders and contracts comply with applicable laws and regulations.
  • The AO will have to supervise the facility-staff (pantry cum office boy) to ensure proper upkeep of the office.
  • Following up with the concerned agency of the facility staff, and ensuring timely submission of documents and records related to the facility services.
  • Ensuring proper maintenance of the office furniture and coordinating with vendors to manage fixtures, wherever needed 
  • Maintaining a database of CEEW equipment.
  • Maintain and update digital database of the vendors.
  • To provide support to the new office set up
  • To act as a channel of communication & to facilitate coordination with the Designer, Space owner & Delhi Office.

Programme assistance

  • Responsible for project overall administrative support to CEEW’s research activities, including staff travel and accommodation.
  • Events assistance: Supporting CEEW’s events and outreach in the organisation of events like roundtables, seminars and conferences.
  • Organising visits (travel, accommodation, ground transportation) of delegations from within or outside Delhi or outside India.
  • Assist with building a database of CEEW resources (experts, institutions, donors, etc.).
  • Developing a database of publications and subscriptions procured by CEEW. Assist with the procurement of the publications.
  • Maintaining an inventory of all CEEW publications and regularly engaging with printers to ensure adequate stocks are maintained.
  • Provide support for all types of organisations and businesses and their staff members
  • Liaise with Delhi office on day-to-day implementation of project activities.

Filing and Storage and Digitisation

  • Filing documents theme-wise and subject-wise.
  • Manage the storage of publications.
  • Lead the digitisation of all administrative records on Zoho.

Selection Criteria

Education

  • Bachelors or Masters in Economics/ Commerce/ Business Administration
  • 5-6 years of experience in Procurement and formulating RFPs
  • Should have held a key role in a large programme, with a significant external-facing component 

Personality

  • Ability to communicate effectively with internal and external stakeholders and add value in conversations, meetings and interactions.
  • Ability to adapt and deliver under deadlines in a professional environment.
  • Ability to effectively work in a team while being able to independently own tasks in an end-to-end fashion.
  • Ability to analyse options and take effective decisions.
  • CEEW operates in a dynamic environment and the candidate will be required to show flexibility in undertaking a variety of tasks.

Compensation

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

Application Process

CEEW is an equal opportunity employer and the selection process does not discriminate on the basis of age, gender, caste, ethnicity, religion, or sexuality. Female candidates are encouraged to apply.

Interested candidates are requested to send their CV and cover letter explaining their interest in the position (in one PDF) and send it to [email protected] with 'Application: Administrative Officer - Lucknow’ as the subject line. We review applications on a rolling basis. Interested applicants are advised to apply at the earliest possible. Only shortlisted candidates will be contacted. We appreciate your interest.