Consultant – Project Technical Support III (Admin Officer)

About the role

The Admin Officer will oversee the project’s administrative operations, including HR coordination, procurement, vendor onboarding, agreement management, and coordination with internal PHFI departments to ensure timely administrative support and project compliance.

Responsibilities

• Oversee the project’s administrative operations, including HR coordination, procurement, vendor onboarding, agreement management, and coordination with internal PHFI departments.
• Ensure smooth administrative coordination, handling HR matters, timely procurement, vendor hiring, and agreement preparation.
• Lead all departmental clearances within PHFI for the project.
• Coordinate day-to-day administrative operations of the study.
• Maintain study records, correspondence, and documentation (physical and electronic), ensuring completeness, accuracy, and secure filing.
• Facilitate recruitment processes for study staff, coordination with HR, scheduling interviews, and supporting onboarding and induction.
• Initiate and coordinate procurement processes required for the project (e.g. supplies, equipment, travel, events), in line with PHFI and DHR/ICMR procurement norms.
• Coordinate processes for hiring agency (e.g. data collection agency) including drafting scopes of work, timelines, and deliverables.
• Support all Internal Clearances and Coordination required for the study.
• Perform any other tasks assigned by the Supervisor for the project/Division, as required.

Qualifications

• Essential: Three Years Graduate in relevant subject/field
• Desirable: Post Graduate in relevant subject/field
• For Engineering/IT/CS - First Class Four Years Graduate Degree + Three years’ experience.

Experience

• Essential: Around 03-04 Years requirement.
• Strong skills in managing administrative tasks, including HR and finance related matters, ensuring seamless project operations.
• Experience in overseeing the timely procurement of equipment, managing vendor payments, and ensuring compliance with institutional policies.
• Proficiency in Microsoft Office applications, including Word, PowerPoint, and Outlook.
• Strong skills in Excel, including data organization, analysis, and reporting.

Skills & Competencies

• Good communication and interpersonal skills, including experience in conducting trainings, meetings, and workshops.