Administration Coordinator - New Delhi, India - The Climate Group

Description

Summary:

Were looking for an Administration Coordinator to join our growing team in India Youll provide administration support to our Executive Director, Head of Operations and Finance and Programme team, as well as taking actions that will enhance our one supportive team culture and great office environment.

Youll play an important role in helping us achieve our climate action mission and organisational goals.

Were looking for a dynamic team player who will thrive in a growing organisation with ambitious plans to drive climate action.

Fast.


About Climate Group
Climate Group drives climate action. Fast. Our goal is a world of net zero carbon emissions by 2050, with greater prosperity for all.

We focus on systems with the highest emissions and where our networks have the greatest opportunity to drive change. We do this by building large and influential networks and holding organisations accountable, turning their commitments into action.

We share what we achieve together to show more organisations what they could do.

We are an international non-profit organisation, founded in 2004, with offices in London, Amsterdam, Beijing, New Delhi and New York.

About the role:


Administration support (45%)

• Calendar management and coordination of internal and external meetings with senior stakeholders
• Coordinate national and international travel and accommodation with designated agency/online system, provision of visa support and letters, coordination with internal stakeholders, maintain list of preferred accommodation options
• Provide adhoc support to the Programme team, Head of Operations and Finance and Executive Director, India
• Support procurement process, document management and general office support functions

Support for Internal and External Events (10%)

• Provide administrative support including planning, venue support, coordinating, minuting and followingup on team meetings, staff retreats and away days as required
• Support Programme teams with issuing invitations, management for events and provide logistics support during the events
• Coordinate with vendors for quotations related to printing of report/video making required for events under guidance from Programme team
• Prepare packs for distributions during the events, as required and manage registration desk

HR and Governance support (30%)

• Support payrollrelated admin, including timesheet reconciliation
• Coordination support in recruitment process, contract renewals and employee agreement preparation
• Administrative support with onboarding and offboarding, as well as general HR queries
• Maintain record of policies, and support fillings and record keeping of Governancerelated documents
• Support in organising compliance trainings, adherence and record keeping
• Provide coordination support with legal firm, board members and in policy roll out to staff

Office support (15%)

• Support in delivering a welcoming and productive office environment for our people and visitors, including supporting with the organisation of staff socials
• Providing cover for Office Assistant as and when required
• Coordination of ITrelated local support, quotation from vendors, and global IT administrator
• Undertake other related tasks as and when required

About you:

You are a team player, enjoy a dynamic environment and thrive when working across teams.

You have a hands-on attitude and a friendly, approachable manner, ideally with demonstrable experience in administration and office operations in a corporate or non-profit environment.

You are able to deal with a wide range of tasks reliably and confidently. Working on your own initiative, you have a conscientious approach and can make sound judgement calls, while maintaining confidentiality.

You can demonstrate strong organisational skills and the ability to prioritise a range of tasks, with excellent attention to detail.

Essential

• Ability to work calmly, efficiently and to tight deadlines with high attention to detail
• Ability to exercise judgement and deal with queries in an accurate, timely, professional manner, particularly in sensitive or highpressure situations
• Flexible, adaptable and willing to help
• Proactive and able to prioritise own workload
• Strong written and spoken English
• Experience in minute taking and coordinating meetings
• Expertise in MS Office packages (MS Word, Excel, PowerPoint) and a general understanding of IT systems to enable efficient completion of responsibilities

Desirable

• Experience working at similar role
• Previous experience of travel booking and building itineraries
• Understanding of procurement processes

Our location:

Youll be based in our New Delhi office, in Nehru Place, a 2-minute walk from metro station and enjoy the benefits of flexible and hybrid working: 3 days in the office and 2 days from home.

What we offer
Our people are at the heart of what we do and are our greatest asset. Youll be joining