Provide administrative and logistical support; maintain files; assist procurement, travel, meetings, office coordination, and documentation.
Key responsibilities
Administrative Support - Provide day-to-day administrative support to the project team and Hyderabad office. - Maintain office records, correspondence, filing systems, and administrative registers. - Assist in preparing letters, memos, meeting minutes, reports, and other official documents. 2. Logistics and Office Coordination - Coordinate office logistics, supplies, equipment, and routine operational requirements. - Maintain records of office assets, stationery, and consumables. - Ensure the availability of necessary materials and facilities for project activities. 3. Procurement Support - Assist in preparing purchase requests, collecting quotations, and maintaining procurement documentation. - Coordinate with suppliers and service providers regarding deliveries and supplies. - Maintain procurement files and records in accordance with TRF procedures. 4. Travel and Transportation Arrangements - Assist in arranging official travel, accommodation, transportation, and field visits. - Maintain travel schedules, movement records, and supporting documentation. - Coordinate logistical arrangements for staff travelling to project locations. 5. Meetings, Trainings, and Workshops - Arrange meeting venues, equipment, refreshments, stationery, and other logistical requirements. - Support participant registration, attendance sheets, and preparation of meeting materials. - Maintain records of meetings, trainings, workshops, and related expenditures in coordination with the relevant staff. 6. Documentation and Record Management - Maintain organized physical and electronic filing systems for administrative and project documents. - Ensure documents are properly labelled, securely stored, and readily accessible when required. - Support the compilation and submission of administrative reports and records. 7. Coordination with Project Staff - Coordinate with field coordinators, social mobilizers, finance staff, and other team members regarding administrative requirements. - Facilitate communication between the Hyderabad office and field teams. - Follow up on pending administrative tasks and ensure timely completion. 8. Asset and Inventory Management - Maintain registers for office equipment, furniture, stationery, and other project assets. - Assist in recording asset allocation, movement, maintenance, and return. - Report damaged, missing, or replacement-required items to the designated supervisor. 9. Compliance and Confidentiality - Follow TRF's administrative, procurement, travel, and documentation procedures. - Maintain confidentiality of official records and organizational information. - Support audit and verification processes by providing relevant administrative documentation.
Requirements
Relevant qualification and experience in administration, logistics, documentation, and office coordination.
