Description

Description

Operations/ Senior Operations Associate
EPIC India
Location: New Delhi


PIC India is seeking a full-time Operations/ Senior Operations Associate to be based out of its Delhi office. It is a critical role that will oversee smooth office operations, and interact with University of Chicago Trust’s operations team. Responsibilities will include overall workspace management, administration and external relations and provision of key support services, such as travel planning, event organization, administration, liaising with government authorities to obtain relevant permissions and reporting. The position will also provide important executive support to EPIC India’s senior management, including the Executive Director.

The ideal candidate is someone who is energetic, a team player and possesses excellent time management skills, good verbal and written communication skills with the ability to work well in coordination with cross-functional groups within the organization. Please note that this is a full-time office-based role.

Location: New DelhiStart Date: September 1, 2022 or earlier

Operations

  • Coordinate, negotiate and manage relationships with existing and new EPIC India vendors
  • Draft vendor and consulting contracts- safeguard correctness and preparedness of the vendor contracts for materials, supplies, products, or services
  • Collect, review, and compile EPIC-India vendor invoices and employee reimbursements
  • Create payment vouchers with associated supporting documents for further review
  • Maintain voucher information in the EPIC-India voucher master MS-Excel sheet
  • Coordinate with senior management for program-related print and web materials for external audiences

Administration

  • Coordinate and facilitate travel arrangements with the approved travel agents, including ticketing, hotel arrangement stay, local vehicle bookings etc.
  • Book meeting rooms for EPIC-India staff and manage office space and team seating arrangements
  • Maintain an asset list of items purchased for EPIC-India projects
  • Manage stationery and business cards for employees
  • Provide logistical support for EPIC-India events

Human Resources

  • Coordinate the logistics of onboarding EPIC-India’s employees, specifically induction meeting schedules, business cards, laptops, email IDs, and other related tasks
  • Assist in staffing and recruitment processes, including preparing JDs, shortlisting candidates, facilitating interviews, preparing contracts, on-boarding new hires, and managing exit processes

Leadership Support

  • Provide administrative support to EPIC-India’s senior management team, including the Executive Director, and the Directors such as managing schedules, appointments, travel and expense submissions
  • Attend meetings and take notes of discussion; prepare initial drafts of minutes and summaries

General

  • Ensure office policies and procedures are implemented appropriately
  • Maintain office calendar, schedule staff meetings, and coordinate miscellaneous office events
  • Other duties as assigned

Required Qualifications

  • A Bachelor’s degree in any discipline; business administration, accounting, communications or related degrees preferred
  • A minimum of 3-4 years of relevant work experience in similar operations roles; non-profit experience preferred
  • Excellent computer skills, including familiarity with MS Word and MS Excel
  • Strong written and verbal communication skills in English

Preferred Qualifications

  • Understanding and application of webinar platforms like Zoom, Teams etc.
  • Fluent in English and Hindi
  • Experience with managing logistics for events

Behavioral Requirements

  • Excellent organization and time management skills, with superior attention to detail
  • Process-oriented and highly disciplined
  • Flexible, self-motivating, and able to multi task efficiently
  • Comfortable working in teams and ability to display ease in interactions with senior staff

Note on Work Authorizations

Candidates must have work authorization to work in India. This covers citizens of India, Nepal or Bhutan, Persons of Indian origin (PIO), and Overseas Citizens of India (OCI).

To Apply

EPIC India offers competitive salaries. Shortlisted candidates will be interviewed and considered on a rolling basis. Please apply using the link here.