Manager-Administration and Systems

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

Reports To:

Senior Manager of Administration and Systems

Primary Responsibilities and Duties:

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

Full time