Public Health Foundation of India

The Position performs the following tasks: –

Office Operations:

• Administer daily office operations to ensure smooth functioning.
• Coordinate logistic requirements for the office including supplies, equipment and maintenance, facility management etc.

Inventory Management:

• Maintain an inventory of equipment and goods
• Ensure adequate stock levels are maintained, and procurement processes are executed efficiently
• Extend support for auditing as and when required

Tendering and Procurement:

• Carry out the tendering and procurement as per the company policy
• Carry our Import activities as and when required.
• Ensure compliance with company policies and procedures throughout the procurement process.

Fixed Asset Management:

• SOP for Asset procurement
• Tagging of assets
• Fixed Asset Management and record-keeping
• Physical verification of Assets as and when required

Record Keeping and Reporting:

• Maintain accurate records, prepare reports, and compose correspondence related to administrative activities.
• Provide regular updates to senior management on the status of administrative operations.

Financial Management:

• Execute plans, policies, and programs related to business and financial affairs, property and equipment, supplies, facility management services, catering service, inventory, buildings and grounds maintenance, engineering, and safety programs.
• Develop budget recommendations for operating expenditures and capital outlay, and maintain proper records

Events/conferences:

• Organize national and international conferences, workshops, meetings, etc., as required.
• Manage all logistical arrangements, including venue booking, travel arrangements, and participant coordination.

Travel Management:

• Coordination with Travel agencies for Travel services (ticket booking/visa purchase/hotel bookings/Bill processing/account reconciliation etc.)

Team Coordination:

• Coordinate activities by scheduling work assignments, setting priorities, and directing subordinate employees.
• Foster a collaborative and supportive work environment to maximize team efficiency

Vendor Management:

• Empanelment of vendors/Identifying new vendors/agencies as and when required
• Vendor contracts/agreements/AMCs
• Vendor payment processing and account reconciliation

Program Planning and Policy Formulation:

• Ensure operations adhere to policies and regulations.
• Formulate current and long-range programs, plans, and policies for departmental programs.
• Any other related tasks assigned by the supervisor

Desirable:

• Bachelor’s degree in business administration, Management, or a related field. Master’s degree preferred.

Essential:

• Proven experience in administrative roles, with at least 2 years in a supervisory or managerial capacity.
• Strong leadership and team management skills.
• Ensure operations adhere to policies and regulations
• In-depth understanding of office management procedures and policies
• Excellent organizational and multitasking abilities.
• Proficiency in MS Office/Excel.
• Knowledge of procurement processes and inventory management.
• Effective communication and interpersonal skills
• Ability to work under pressure and meet tight deadlines.
• Familiarity with budget management and financial planning.
• Ability to make logical decisions and ensure transparency

Interested and eligible candidates may send their updated CV to recruit@phfi.org and fill the application form– https://forms.office.com/r/LKT69sJgH8 . Please mention the exact Position Code (PHFI-CNST-2523) in the email subject line. Only shortlisted candidates will be contacted for the interview.

Last Date of Receipt of Applications:  10 February 2025.

Remarks:

• Candidates are requested to refer PHFI website for position description & process for applying. Please note only those applications will be considered which are received as per instruction written on PHFI website.
• Candidates should have an excellent academic record, good communication skills, a commitment to high quality graduate / post-graduate education.
• Mere eligibility will not entitle any candidate for being called for interview.
• Persons employed in Government/Semi-Government Organization or Educational Institutions in India must apply through proper channel.
• PHFI reserves the right to fill or not to fill any or all available positions.
• The requirements of minimum qualification and/or experience may be relaxed in the case of candidates with outstanding credentials.
• No correspondence will be entertained from candidates regarding any delays, conduct & result of interview and reasons for not being called for interview.
• Please note that consultancy fees will commensurate with available skills and fitment of the incumbent as per the selection process.

“PHFI reserves the sole right to alter/modify/cancel the entire selection process or the position or the vacancy or to disqualify any candidature at any stage of the selection process”.

Women are encouraged to apply!