Operations Officer - Inclusion Economics India at Krea University

Organization:
Country:
  • India
Education:
  • Bachelor's
Start Date (Earliest):
Length of Commitment:
One year

Who We Are: Inclusion Economics India Centre at Krea University (formerly EPoD India at IFMR) works in close collaboration with Inclusion Economics Yale, based at Yale University’s Economic Growth Center and MacMillan Center. Drawing upon economics, political science, and related fields, we conduct cutting-edge research to understand how policy can promote inclusive, accountable economies and societies. Our core research focuses on gender as it relates to labor economics and broader economic empowerment; political economy and governance; and environmental economics. We also aim to build a culture of evidence and increase data literacy in the public sector, strengthening leaders’ ability to identify and implement evidence-informed policies. Throughout the research life cycle, we engage closely with policy counterparts to ensure we address questions of immediate relevance, and we regularly communicate data-driven insights with policy counterparts and the general public. The Role: We are currently recruiting an Operations Officer, to be based in New Delhi, India. The selected person will report to and work closely with the managers of the Finance and HR functions. This position will assist in overseeing the functioning of the office and part-time staff, as well as handle various responsibilities relating to finance, human resources, events, IT, and communications. The position offers a highly capable and motivated professional the opportunity to support the programmatic function of the organization. This opportunity will enable the candidate to further enhance all-around skills in the areas of administration, operations, finance, HR, events, and communications.

Responsibilities:

Administration

  • Oversee New Delhi office functioning and supervise support staff
  • Support all visitors and be the first point of contact for those visiting the office including international visitors
  •  Support travel logistics for all staff, including scheduling cars, flights, bookings, guest house stays, etc., through agency or direct, as needed
  • Manage office maintenance, office calendar/holidays/birthday calendar, etc.
  • Take the lead on all planning and execution of office celebrations
  • Provide support to plan and conduct events, as requested
  • Provide all support required to ensure the smooth functioning of the office in New Delhi
  • Maintain office inventory and updated asset lists held at New Delhi and Field Offices in the prescribed format
  • A quarterly update of the asset status (fit for use) needs to be completed and communicated to the Finance Manager
  • Maintain a preferred supplies list or annual contract with hotels and travel agencies in our areas of operations
  • Provide administrative support for general office administration duties such as procurement, annual maintenance contract and records management systems etc.
  • Ensure rental agreements and other statutory requirement of all offices are in force
  • Have good understanding of all organisational systems, policies and procedures. Support development of processes and systems for various operations
  • Negotiate, prepare, and administer purchase order/contracts issued to vendors for procurement of goods and services, as per the procurement norms
  • Organizing conferences/ workshop and related meetings, as per the team’s needs
  • Ensure printing, photocopying, procurement of materials related to conferences/ workshop and meetings
  • Ensure that sufficient stock of communication materials are available in the office.
  • Drafting of visa letters and support foreign staff with the FRRO process 

Finance

  • Facilitate and ensure timely submission of invoices by vendor/consultant       
  • Process payments received including staff reimbursements and timely submission to finance team for payment
  • Maintain log of payments sent to finance team as per set format and follow-up for their timely payments
  •  Once payment is confirmed by finance team, intimate the concerned staff, Consultant or Vendor
  • Manage office routine expenses by taking appropriate advance and ensuring timely advance settlement
  • Follow procurement processes to procure goods and services as and when requested by team as per IFMR policies
  • Maintain Purchase Order (PO) issue log/Register and ensure payment as per PO
  • Preparation of Project Initiation form 
  • Other tasks, as assigned by the Projects Finance Manager

Human Resources

  • Support RMs and HR manager in onboarding for all new staff, ensure pre-joining formalities in advance of the staff joining
  • Coordinate timely set-up of insurance of all staff (full-time and field-staff) and ensure they are valid at all times
  • Support to HR function on hiring and recruitment efforts
  • Work with the research teams to manage the logistics and planning to facilitate the summer intern/visitors
  • Provide support to meet all employer-related compliance requirements and update IFMR admin/finance/HR teams
  •  Other tasks as assigned time to time

Communications

  • Ensure staff profiles are updated on the website
  • Ensure updated contacts list for the organization
  • Updating the internal Wiki page
  • Support the team to maintain documentation, as required 

IT Support

  • Coordinate troubleshooting of laptops, and provide timely solution
  • Install Stata and other software packages as required
  • Manage inventory of laptops and other equipment issuing to staff
  • Be the point of contact for all IT related matters, and coordinate with Krea University IT team where required
  • Administrator for Salesforce/any other platform selected

Other

  • Provide calendar management and related support to visiting senior Professors, as required from time to time
  • Any other tasks, as determined from time to time and agreed with the manager

Basic Qualifications:

  • Graduate in any discipline, preference will be given to candidates with financial & human resource background or those with development studies/social work/related degrees
  • Interest in learning about administration and management functions in the development sector
  • Minimum 1-2 years of experience working with NGOs in handling finance/accounts, programme administration and human resource/people operations
  • Experience with NGOs in similar capacity
  • Strong oral and written communication skills
  • Strong work ethic and should take ownership of work assigned
  • Good skills of team management and coordination
  • Strong organization & adaptive skills; capacity to work under tight deadlines
  • Excellent command over all applications of MS office
  • Good interpersonal and team effective skills
  • Self-motivated, constructive, creative and with a strong result oriented attitude
  • Proven ability to handle several different projects/tasks at one time, successfully complete tasks assigned, and meet deadlines with minimal supervision
  • Working knowledge of maintaining website 

This position will be based in New Delhi, India, with occasional domestic travel expected. The selected candidate will be expected to work a minimum of 40 hours per week and join calls with colleagues in other locations in other time zones, as needed.

How to Apply

If you are interested in this position, please fill out our Screening Questionnaire; you will be asked to upload a single PDF containing your CV, cover letter, and academic transcripts. Label your file “Last name, First name – Operations Officer”. To view other open positions, visit the MacMillan Center's Employment Opportunities page.