Manager of Operations - Bengaluru, India - Ashraya Hastha Trust
Description
Responsibilities :
1. Oversee day-to-day Administrative and Operations of the Ashraya Hastha Trust to ensure efficiency and adherence to procedures and updating team on new changes in process related finance, accounts, and admin related process.
2. Support for drafting grant agreements, consultant agreements, vendor work orders along with AHT team, follow up with partners to get MOUs signed off on time, vendors to signed off work orders, create communication tracker and updating regularly for better track and keep communicating team on status of tasks.
3. Coordinate administrative support functions such as scheduling, correspondence, and record-keeping (MOU/ Agreements / Consultant/ Bills and Invoice etc.) Also, supporting team to get e-stamp papers, print agreements/ consultant agreements as on required.
4. Serve as a point of contact for internal and external stakeholders, handling inquiries and requests professionally and efficiently like incoming calls allocation, sharing contact information to relevant PM/Associates/SPM/CPO.
5. Manage office facilities, including maintenance, supplies procurement, and equipment inventory, supporting AHT team to procure project related requirements.
6. Creating resolution sheet of trustees meeting and getting signature from trustees, updating trackers, initiating payment process for partners, vendors as per payment tracker and updating fund requirement tackers based on CPO/ SPMs inputs.
7. Verification of utilization certificates, invoice, procurement details, co-funding details of projects along with AHT team sharing same to external financial advisor for inputs and process.
8. Coordinating with finance, accounts, audit, and legal consultants to inputs for project, finance, budget, utilization, and financial reports. Contact point for external consultants for input for project and budget information. Will be coordinating with financial advisor for audit, filed visit and partners due diligence process.
9. Drafting project consultant agreements, grantee agreements, vendors work orders, getting quotation, identifying vendors, cost comparing with other vendors etc.
10. Monitor and evaluate operational processes, identifying areas for improvement and implementing corrective actions as necessary and overseeing budgeting and financial management processes, including expense tracking, forecasting, and reporting.
11. Manage procurement activities, including vendor selection, contract negotiation, and procurement of goods and services, Ensure compliance with relevant regulations and standards in all operational activities.
12. Ensure compliance with employment laws and regulations, maintain accurate records and documentation and foster a positive work environment and promote employee engagement and development initiatives.
13. Coordinating with the team on an employee engagement programme, capacity building programme for AHT team members, and organizing subject knowledge sessions for the team on different thematic areas.
14. Coordinating internal events, workshops, meetings and any logistic requirements of the team.
15. Possesses extensive proficiency in navigating and leveraging ERP systems, HRM platforms, and Microsoft Office, and is adept at facilitating virtual meetings.
16. Demonstrates a readiness to undertake travel to field sites as and when the situation demands.
17. Exhibits a flexible approach towards embracing additional duties and obligations as they arise, adapting to evolving organizational requirements.
Qualifications:
M.Com or any master's degree with Similar background
Minimum 3 years of experience in a similar field
High proficiency in English
Reporting: Direct Reporting to Director – Ashraya Hastha Trust
Line Managers: CPO/ SMP/PMs