Administration Manager

JOB DESCRIPTION – ADMINISTRATION MANAGER

Position Title: Administration Manager

Location: New Delhi, India (HQ)

Department: Administration

Reports To: Trustee

Employment Type: Full-time (Contractual)

About India Child Protection (ICP)

India Child Protection (ICP), established in 2005, is a leading civil society organization working to prevent child sexual exploitation, trafficking, child marriage, and all forms of violence against children. Through research, technology, capacity building, and strategic partnerships, ICP strengthens child protection systems across India.

Working across 416 districts in 29 States and Union Territories, ICP collaborates with government agencies, law enforcement, the judiciary, and civil society organizations to create a safer future for every child.

Job Role:- The Administration Manager is responsible for leading and managing the organisation's administrative functions, ensuring efficient office operations, effective facility and asset management, statutory compliance, procurement, logistics, vendor management, and workplace safety. The role supports organisational effectiveness by providing high-quality administrative services and fostering a safe, productive, and compliant work environment.

KEY RESPONSIBILITY AREAS:-

Administration & Office Management

• Oversee day-to-day administrative operations across all office locations.
  
• Ensure smooth functioning of office infrastructure and administrative services.
  
• Develop and implement administrative systems, processes, and SOPs.
  
• Monitor office efficiency and recommend process improvements.
  

Facility & Asset Management

• Manage office facilities, utilities, maintenance, and infrastructure.
  
• Oversee procurement, maintenance, and disposal of organisational assets.
  
• Ensure proper inventory management and asset tracking.
  
• Coordinate office repairs and preventive maintenance.
  

Procurement & Vendor Management

• Manage procurement processes in accordance with organisational policies.
  
• Identify, evaluate, and manage vendors and service providers.
  
• Negotiate contracts and service agreements.
  
• Monitor vendor performance and ensure quality service delivery.
  

Compliance & Governance

• Ensure compliance with organisational policies and statutory requirements.
  
• Support internal, statutory, and donor audits related to administration.
  
• Maintain statutory records, licenses, agreements, and documentation.
  
• Ensure adherence to procurement and administrative policies.
  

Logistics & Travel Management

• Oversee travel arrangements for staff, consultants, and guests.
  
• Coordinate logistics for meetings, workshops, conferences, and events.
  
• Manage transportation, accommodation, and event support services.
  

HR & Administrative Support

• Support onboarding and administrative induction of new employees.
  
• Maintain employee records and administrative documentation.
  
• Coordinate office space allocation and workplace resources.
  
• Provide administrative support to HR and other departments as required.
  

Health, Safety & Security

• Ensure office health, safety, and security standards are maintained.
  
• Implement workplace safety procedures and emergency preparedness measures.
  
• Coordinate security services and access management.
  
• Ensure compliance with child safeguarding and workplace protection standards.
  

Documentation & Reporting

• Maintain administrative records, contracts, and official documentation.
  
• Prepare administrative reports, budgets, and MIS.
  
• Monitor administrative expenditures and optimize operational costs.
  

Key Performance Indicators (KPIs)

• Efficient management of day-to-day administrative operations.
  
• Timely maintenance and availability of office infrastructure and facilities.
  
• Effective management and tracking of organisational assets and inventory.
  
• Timely procurement of goods and services in compliance with organisational policies.
  
• Effective vendor performance management and contract administration.
  
• Compliance with statutory, organisational, and donor administrative requirements.
  
• Timely renewal of licenses, agreements, contracts, and statutory registrations.
  
• Effective coordination of travel, logistics, meetings, and organisational events.
  
• Accuracy and completeness of administrative records and documentation.
  
• Timely preparation and submission of administrative reports and MIS.
  
• Efficient utilization and monitoring of administrative budgets.
  
• Prompt resolution of office maintenance and operational issues.
  
• High level of workplace health, safety, and security compliance.
  
• Strong support provided to HR, Finance, Programs, and other departments.
  
• Continuous improvement of administrative systems and operational processes.
  
• Positive stakeholder satisfaction with administrative services.
  
• Adherence to organisational policies, safeguarding standards, and Code of Conduct.
  
• Effective leadership, supervision, and development of the administration team.
  
• Demonstration of professionalism, accountability, integrity, and confidentiality.
  
• Contribution to a safe, efficient, and productive work environment.
  

Educational Qualification

• Master's Degree in Business Administration (MBA), Public Administration, Operations Management, or a related discipline.
  
• Bachelor's degree in Administration, Management, Commerce, or a related field may be considered with substantial relevant experience.
  
• Professional certifications in Administration, Facility Management, Procurement, or Operations Management will be an added advantage.
  

Experience

• Minimum 5 years of relevant experience in administration, office management, or operations management.
  
• Experience working in NGOs, any development organisations, or donor-funded projects.
  
• Experience managing procurement, facilities, vendors, and administrative compliance.
  

Technical Skills

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
  
• Strong knowledge of office administration and facility management.
  
• Understanding of procurement procedures and vendor management.
  
• Knowledge of inventory and asset management systems.
  
• Familiarity with statutory compliance requirements and administrative regulations.
  
• Experience with budgeting and administrative cost management.
  
• Ability to prepare reports, MIS, and documentation.
  
• Experience using office management and administrative software.
  

Core Competencies

• Leads administrative teams effectively.
  
• Delegates responsibilities and drives operational excellence.
  
• Plans administrative activities efficiently.
  
• Prioritizes multiple assignments and ensures timely execution.
  
• Identifies operational challenges and implements practical solutions.
  
• Demonstrates sound judgment in decision-making.
  
• Communicates clearly with internal and external stakeholders.
  
• Builds effective working relationships across departments.
  
• Ensures efficient office operations and continuous process improvement.
  
• Maintains high service standards.
  
• Optimizes administrative budgets and resources.
  
• Ensures cost-effective procurement and resource utilization.
  
• Ensures adherence to organizational policies and statutory regulations.
  
• Identifies operational risks and implements mitigation measures.
  
• Works collaboratively with HR, Finance, Programs, Procurement, and Leadership teams.
  
• Promotes a positive and supportive work environment.
  

Behavioural Competencies

• Integrity and ethical conduct
  
• Accountability and ownership
  
• Professionalism
  
• Attention to detail
  
• Initiative and proactive approach
  
• Adaptability and resilience
  
• Time management
  
• Negotiation and influencing skills
  
• Conflict resolution
  
• Confidentiality
  
• Commitment to continuous improvement
  

Desirable Attributes

• Commitment to child rights and safeguarding principles.
  
• Strong organisational and multitasking abilities.
  
• Ability to work under pressure and manage competing priorities.
  
• High level of professionalism and discretion.
  
• Strong interpersonal and relationship management skills.
  
• Solution-oriented mindset with a focus on operational efficiency.
  
• Alignment with the mission, vision, and values of India Child Protection.