Assistant Manager (Administration) - Arkitechno Consultants India Private Limited - Bhubaneswar
(2025-01)
- Oversee day-to-day management of office facilities, ensuring optimal maintenance, cleanliness, security, and efficient space utilization.
- Liaising and coordination for travel arrangements and logistics – coordinating travel agencies and journeys so that all team members and consultants (national, international and visiting) can optimize their technical outputs/deliverable.
- Manage relationships with vendors and service providers; negotiate contracts and ensure timely delivery of services and supplies.
- Supervise the company's vehicle fleet, ensuring proper maintenance, regulatory compliance, and effective utilization.
- Plan, organize, and coordinate company events, meetings, workshops, and conferences, ensuring smooth execution and logistical support.
- Maintain accurate and well-organized records, files, and documentation in both physical and digital formats.
- Provide guidance and supervision to administrative staff, including office assistants, drivers, and security personnel, ensuring tasks are completed efficiently and professionally.
- Coordinate with project office managers to oversee the full lifecycle of assets across locations.
- Maintain accurate and up-to-date records of company assets, including equipment, machinery, furniture, and technology.
- Regularly update the asset database to reflect acquisitions, disposals, transfers, and changes in asset status.
- Assisting the team with the recruitment process by reviewing CV, shortlisting and identifying the suitable candidates and seeing process through to on boarding stage.
- Review financial documents such as vendor invoices, Staff claims, Consultant payment and other routine expenses vouchers to ensure the completeness, accuracy, and validity of financial data.
- Review and process payment vouchers in ERP (travel, petty cash, vendors, & consultant fees etc.) with due considerations to deductions.
- Control the proper utilization of the petty cash accounts.
Office Manager (Human Resource, Finance & administration) - IPE Global Limited - Raipur, Chhattisgarh
(2016-07 - 2023-06)
Project- PDMC AMRUT, State Urban Development Agency, Chhattisgarh
- Review financial documents such as vendor invoices, Staff claims, Consultant payment and other routine expenses vouchers to ensure the completeness, accuracy, and validity of financial data.
- Review and process payments in MIS system using ERP.
- Review and process payment vouchers in ERP (travel, petty cash, vendors, & consultant fees etc.) with due considerations to deductions.
- Proper review of all bank/cash vouchers in a sequential manner.
- Prepare monthly/ quarterly accounts statement, receipt & payment accounts, TDS statement & Bank Reconciliation statement for country office.
- Review/ submission of travel claims with required supporting, activity budget preparation, procurement actions, advance settlements against activities, etc.
- Support to programme team for various activities like communication, coordination and budgeting, which would be required for planning and conducting program activities, overseeing workshops/Training/Conferences logistic arrangements.
- Prepare monthly attendance/ leave records for project staff and process the salaries in due time for release through bank.
- Organizing shipments/ couriers for the organization with development of proper formats for recording and timely delivery and receipts.
- Manage or oversee all administration and logistics work including travel, Hotel booking, conference/workshop / meetings.
- Negotiating and agreeing contracts as per the organizational guidelines and standards.
- Assist in conducting meetings, including preparing agenda, drafting and reporting minutes of meetings.
- Liaising and coordination for travel arrangements and logistics – coordinating travel agencies and journeys so that all team members and consultants (national, international and visiting) can optimize their technical outputs/deliverable.
Project Assistant-Finance & admin - IPE Global Limited - Bhubaneswar, Odisha
(2014-02 - 2016-06)
Project: Technical and Management Support Team of DFID to Govt. of Odisha
- Financial Management of the project and updating in IT systems (using ERP).
- Preparing monthly updates using MIS system and generating reports.
- Review financial documents such as vendor invoices, Staff claims, Consultant payment and other routine expenses vouchers to ensure the completeness, accuracy, and validity of financial data.
Finance cum Partner Monitoring Officer - Concern Worldwide India
(2012-03 - 2014-02)
International NGO
- Financial reporting and compliance monitoring of 15 partner NGOs
- Supported NGO partners in MIS, reporting, audits, and capacity building
- Led project documentation archival during country program closure
