Administrative Manager​/Officer

Company Description
Founded in 2015 by visionary social entrepreneur Shri. Shantilal Muttha, the Shantilal Muttha Foundation (SMF) is a non-profit organization committed to ensuring every child receives an education that nurtures them into compassionate, responsible citizens. SMF focuses on transforming school education through fundamental changes that align with national and state educational priorities. By engaging proactively and collaboratively with school systems and stakeholders, SMF seeks to create a value-based, equitable, and high-quality education ecosystem.
SMF believes and adopts system strengthening approaches to ensure sustainable change  ensure this, the foundation collaborates with government authorities, national and international consultants, advisors, and like-minded organisations to develop strategic partnerships. These alliances enable SMF to design and implement impactful solutions, ensuring lasting change in education systems.

Role Description
The Administrative Manager/ Officer plays a key role in ensuring the smooth and efficient operation of the organisation. This position oversees day-to-day administrative functions, supports governance processes, manages office systems, and provides operational support to staff and volunteers. The role requires strong organisational skills, attention to detail, and the ability to balance multiple priorities in a mission-driven environment.

Key Responsibilities
# Office & Operations Management:
§ Oversee day-to-day administrative operations to ensure smooth functioning of the Pune office and project sites.
§ Manage facilities, office infrastructure, assets, supplies, and vendor services.
§ Ensure efficient documentation, record-keeping systems (digital & physical), and statutory registers.
§ Coordinate logistics for meetings, trainings, workshops, and leadership engagements.

#Procurement & Vendor Governance:
§ Lead end-to-end procurement processes in line with organisational policies and compliance norms.
§ Identify, onboard, and manage vendors/consultants through structured agreements and documentation.
§ Monitor contract deliverables, timelines, and service quality standards.
§ Coordinate with finance for timely invoice verification, processing, and payment tracking.

#Compliance, Governance & Risk Management
§ Ensure adherence to internal administrative policies and statutory requirements.
§ Support audits (internal/external) by maintaining documentation and compliance records.
§ Monitor administrative budgets and cost controls in coordination with finance.
§ Develop and implement SOPs to strengthen operational efficiency and accountability.

#HR & People Support Operations
§ Support recruitment logistics, onboarding processes, documentation, and induction coordination.
§ Maintain employee records, contracts, and administrative HR compliance documents.
§ Assist in employee engagement initiatives, staff welfare activities, and training coordination.
§ Act as a coordination bridge between HR, Finance, and program teams.

# Stakeholder & Program Support
§ Provide administrative and coordination support to leadership and program teams.
§ Facilitate communication with government departments, consultants, and partner organisations.
§ Ensure timely submission of administrative documentation required for projects and partnerships.
§ Support expansion activities (new site setup, vendor onboarding, infrastructure readiness).

Qualifications & Skills
§ Bachelor's degree in Business Administration, Management, Commerce, or related field (Master's degree preferred).
§ Minimum 5–8 years of relevant experience in administration, operations, or office management.
§ Prior experience in the not-for-profit / education / development sector will be an added advantage.
§ Experience in handling procurement processes, vendor negotiations, and contract management.
§ Exposure to compliance documentation, audit coordination, and governance processes.
§ Working knowledge of basic finance operations (invoice processing, budget tracking, payment follow-ups).
§ Experience in supporting HR operations such as onboarding documentation, employee records, and policy coordination.
§ Demonstrated…