HR & Administration Assistant - Pune
- Doctors Without
- 1 - 2 years
- Pune
- 3 years ago
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Job Description
Vacancy: HR/FIN ASSISTANT {Admin Tasks Mostly}
Doctors without Borders India (DWBI)
Specific skills
Ability to organize and prioritize workload & taking initiative when appropriate
Able to integrate into a multi-cultural team and cooperate with co-workers
Able to work independently as well as part of a team and ability to cope with stress.
Good Punctuality and ability to act with responsibility
Demonstrates flexibility in taking up tasks outside of regular job responsibilities as
required and aptitude for humanitarian medical work.
Excellent computer skills (especially MS Office MS Word and MS Excel) & reporting
skills.
Languages: English, Hindi/Marathi.
Benefits (Non-negotiable)
Monthly Gross Salary: INR 38,890/- and Secondary Benefits as per policies:
13th Month Salary/ Festival Bonus
18 Annual Leaves
12 Casual Leaves
Other compassionate leaves
Medical Reimbursement including dependents
Personal Accidental Insurance including dependents
Qualifications: Graduate in any discipline + PGdegree or diploma in Management
Experience: Desirable working experience of at least two years in the similar field.
Experience in Public Health system / other NGOS will be an advantage
Duration 12 Months (Renewable)
Location: Pune Expected Start Date: ASAP
To apply please email your CV and motivation letter with the subject Ref:
HR/FIN ASSISTANT (endTB) To: ms**********i@br*****s.msf.org by
9th November 2020 5:00 pm.
ONLY SHORT-LISTED CANDIDATES WILL BE CONTACTED AND INVITED
FOR INTERVIEW. www.msfindia.in
Main Tasks & Responsibilities
This position mainly responsible for Admin, HR & finance related tasks and also there are some tasks of Supply &
Logistics.
Submit the attendance sheetand leave form(Hard Copies) to HR Assistant(Mumbai) for recording.
Coordinate with HR assistant (Mumbai) for receiving different documentation from Coordination Tax and
PF documents and distribution when necessary after taking the signature of staff and making copies and
filing in the respective file.
To collect the Income tax declaration forms from the staff in time and send to the coordination office
after keeping copies in Project file.
Make the follow-up of the Rent contracts in Pune if any (payment of the rent, renewal of the contract)
and submission of rent sheet to Finance department for timely payment.
Contact with the owners. liaise with landlords, insurances, energy-phone-water companies (paying the
bills), etc
Ensure the well functioning of the office (respect timetable, cleanness). Maintain a proper filing system
and file accordingly all administration, legal, or other documents.
Preparation of PerDiem sheets and payment after validation of coordinator (After validation).
Ensures proper management of movements (from and to the projects-Mumbai/Pune) keeping in loop
the Log manager of Mumbai for security purpose.
Responsible to coordinate for booking of hotels, negotiation for the best deal when in contact hotels and
follow the guidelines as per policies and guidelines. Keep HR Assistant Mumbai In loop and the
discussion.
Ensure the delivery of the standard welcome envelope to visitors (delivery of mobile phones and house
keys to the visitors/team on arrival, keep a record of it and make sure to get them back on time).
Responsible for all admin-related support for reception, calls, visitors - arrivals & departures, local
transport, and accommodation, etc.
Controlling & Monitoring of cash payments from the cashbox & Recording cash transctions in the daily
cashbook.
Performing daily cash count & investigating of any discrepencies.
Preparing all documents for payments via cheque, bank transfer, draft, etc. and checking their validity as
per Accounting standards and Indian accounting rules and regulations.
Processing payments in a timely manner through different payment methods.
Filing and archiving of both hard and electronic copies.
Communicate and report any financial irregularities.
Coordination with suppliers for invoices & intimation of payment.
Maintenance of a filing system for the invoices, supporting documents and to make sure that the
invoices are glued well stamped, properly filed & sent to Mumbai office on weekly basis for payment &
accounting.
Followup with suppliers for Invoices and ensure regular payment.
Assist log manager for construction and log related communication and Maintain JOB Request Tools
Open and Close advance related to maintenance
Report all security information or incident/accident to the Project log manager
Assist the Log Manager in security follow-up
Contributes in monthly reports according to guidelines (SITREP, Supply etc)
Follow and update the inventory of investment equipment, identification material, cold chain and
project inventory in Pune liasoning with Log supervisor ( EndTB).
Makes the inventory of equipments in DWBI premises (DWBI material and Licensor material)
Do and remind monthly backups for data security
Check internet and do followup if any breackdown.
Organizes and follows up all the cars movements in Mumbai and the surroundings.
Ensures that local purchases are done according to the supply system and that quality and services
provided are in line with DWBI standards.
Ensures that orders obtain proper Coordinators approval over a pre-defined threshold.
Works in close cooperation with the well received from finance department regarding expenses and
advances related to local orders.
Evaluates the market in terms of local suppliers and establishes a list of contacts of existing suppliers
Making the internal request up to date with detail specifications as per the needs of the requestor
Communicates regularly with initial requesters on the demand: request well-received, validation
progress, confirmation of the order, ready to ship date, freight advance and monitoring. Inform the
requesters, in case of modifications and delays about their requests.
Delivers the goods to the requesters and have them sign a delivery note upon delivery.
Update and send an overview of pending orders to projects & capital upon their request. Advise the
project on lead-time of specific items.
Arrange purchasing schedule on a weekly basis to optimize time. Communicate the plan with supervisor
and ensure clear instructions and preparation of documents are ready for the purchase.
Dispatch and reception of good as per DWBI protocols/guidelines
To be flexible to coordinate and support for other tasks as and when required
Job Classification
Industry: NGO, Social Services, Regulators, Industry AssociationsFunctional Area: HR, Recruitment, Administration, IR,
Role Category: HR/ Recruitment / IR
Role: HR/ Recruitment / IR
Employement Type: Full time
Education
Under Graduation: Any Graduate in Any SpecializationPost Graduation: Any Postgraduate in Any Specialization
Doctorate: Doctorate Not Required, Any Doctorate in Any Specialization
Contact Details:
Company: Doctors WithoutAddress: 3rd floor , Pitruchaya Building, Sanghavi Corporate Park, Near Wasan Motors, Govandi East , Mumbai - 400088
Location(s): Pune
Keyskills: Office Assistance Office Administration HR Administration Administration Cash Book Govt Liasioning
Doctors Without
Médecins Sans Frontières (MSF)/Doctors Without Borders is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, natural and man-made disasters and exclusion from healthcare in more than 65 countries...
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