PETA India Hiring for Manager of Administration and Systems Job at Mumbai Full Time

Objectives:

To supervise the administrative team members of PETA India’s Mumbai office, ensure that all administrative operations of that office are performed in a seamless and efficient manner, and suggest ways to improve the organisation’s administrative processes in a proactive manner

Term of Employment:

Full-time

Location:

Mumbai

Reports To:

Senior Manager of Administration and IT

Primary Responsibilities and Duties:

Related to PETA India’s Mumbai Office

• Manage administrative staff to ensure the effective execution of their roles and responsibilities with strict adherence to standard operating procedures (SOPs) as well as planning and implementing office systems
• Ensure effective management of office facilities and layout, including indoor and outdoor office premises as well as maintaining cleanliness, tidiness, and orderliness through daily inspections and necessary corrective actions
• Ensure proper recordkeeping of office assets, conduct monthly audits, and submit reports with recommendations
• Ensure maintenance of office equipment such as work stations, air conditioners, computers, printers, inverters, water purifiers, air purifiers, and CCTV cameras
• Renew or extend warranties and replace irreparable equipment as required
• Ensure that office equipment allotted to staff – such as phones and laptops – is working properly at all times and replace equipment when necessary after cost approvals have been obtained
• Oversee the effective management of shipping and mailing for the Mumbai office, including coordinating with the local post office, courier, and parcel service providers
• Place orders for printing based on a monthly check of stocks and ensure effective storage and distribution
• Ensure the effective procurement of the Mumbai office’s campaign, veterinary, and emergency response–related inventories (including medicine, instruments, and other equipment); their on-site and off-site storage; and distribution
• Ensure that props and other artwork are prepared or printed and delivered on time, as per the requirements of relevant departments of the Mumbai office
• Negotiate with at least three stakeholders and vendors for each need, ensuring the quality of services and products at reasonable costs
• Manage certain aspects of animal fostering programmes by ensuring the effective supply of animal food, medicine, and other supplies and help foster parents with veterinary services
• Manage logistical requests by staff members, including travel and hotel bookings, in a prompt fashion

General

• Create and update SOPs as needed regarding the filing of letters, reports, documents, photographs, and other records by PETA India staff with the Supervisor’s approval
• Ensure effective recordkeeping and adherence to SOPs by working with concerned supervisors
• Prepare or share administrative communications at the request of the Supervisor
• Work with relevant supervisors to ensure adherence to SOPs while uploading content by staff on the shared PETA India office calendar and organise this content effectively
• Select software with the help of IT and create and maintain databases of important PETA India contacts using this software
• Ensure that PETA India’s software programme needs are met with the help of the information technology (IT) services of a PETA entity or third-party IT service providers
• Work with IT to ensure that PETA India data storage systems are maintained and functioning efficiently
• Coordinate the content for PETA India’s Animal Times magazine, Annual Review, “Rescued” calendar, and other printed materials as requested
• Proactively identify and recommend the latest and best technology, systems, and procedures
• Use Microsoft Excel, PowerPoint, and other applications as required to share information effectively
• Assist with the organisation of events held by PETA India at the request of the Supervisor
• Ensure the timely renewal of office leases, identify appropriate office spaces when required, and ensure smooth relocation when needed
• Perform any other duties assigned by the supervisor

Qualifications:

• Post-graduate/graduate degree in a related subject preferred
• Minimum of five years of relevant experience
• Strong proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint
• Demonstrated interest in and excellent working knowledge of the internet
• Fluency in English and Hindi
• Knowledge of other Indian regional languages a plus
• Exceptional verbal communication skills
• Excellent writing skills, including the demonstrated ability to compose and edit letters
• Proven ability to develop and execute organisational and administrative ideas
• Demonstrated capacity to be a team player as well as being an efficient independent worker
• Excellent research skills
• Ability to take initiative and follow through with a proactive approach to work
• Ability to make sound decisions
• Strong organisational skills and attention to detail
• Proven ability to work well under pressure and meet deadlines
• Ability to deal with different kinds of people in a professional manner
• Ability to handle confidential information with discretion
• Ability and willingness to travel occasionally as required (mostly to the other PETA India or partner organisations’ offices)
• Adherence to a vegan lifestyle
• Thorough knowledge of animal rights issues and campaigns
• Support for PETA India’s philosophy and the ability to advocate for the organisation’s positions on issues in a professional manner
• Commitment to the objectives of the organisation

How to Apply:
To apply for a position with People for the Ethical Treatment of Animals (PETA) India, please send your cover letter and CV here.