Manager - Administration

Observer Research Foundation (ORF) is seeking an experienced ‘Manager-Administration’ for its New Delhi office. This is a critical institutional role responsible for the smooth functioning of ORF's physical facilities and administrative operations.

The Office Manager will be the primary point of contact for all matters relating to office infrastructure, logistics, vendor relations, and day-to-day operational support. The individual in this role would work closely with the Finance, HR, Events, programme and management teams to ensure ORF operates efficiently as an institution.

Key responsibilities:

Facilities and Office Management

• Oversee the upkeep, maintenance, and safety of ORF's office premises, ensuring a well-functioning and professional working environment at all times.
• Manage relationships with vendors, and service providers; ensure timely resolution of repair, maintenance, and infrastructure issues.
• Oversee housekeeping, security, and utilities, ensuring adequate standards are maintained consistently; Support any office reconfiguration or expansion.
• Maintain and periodically review the office asset register including furniture, equipment, and supplies; coordinate procurement and replacement as needed.

Administrative Operations

• Oversee all administrative functions of the organisation, including procurement, vendor management, contract administration, and statutory compliance related to office operations.
• Manage and renew office contracts including AMCs, leases, insurance, and service agreements; maintain an organised repository of all institutional contracts and documents.
• Coordinate travel logistics for staff and visiting fellows, including ticketing, accommodation, visa support, and local transport arrangements.
• Support the development and implementation of administrative policies and standard operating procedures (SOPs).

Employee and Contract Staff Welfare

• Manage support staff, including office assistants, and housekeeping personnel; oversee their day-to-day work, attendance, and performance.
• Supervise a 2-3 member admin team and support staff at ORF.

Finance Support

• Support the Finance team with processing of vendor invoices, expense claims, and petty cash management in line with ORF's financial policies.
• Assist in budget tracking for operational and administrative expenditures; flag deviations and coordinate with Management on approvals.
• Maintain documentation for all payments to support audit readiness.
• Coordinate with Finance on statutory payments and filings, including TDS and GST documentation as required.

Conferences and Events Support

• Provide logistical and operational support for ORF's events including conferences, roundtables, workshops, and international dialogues hosted at ORF or external venues.
• Coordinate with the programme and events teams on venue arrangements, catering, audio-visual setup etc

Qualifications and Requirements:

• A graduate or postgraduate degree in Business Administration, Management, Finance, or a related discipline.
• At least 8 years of experience in office or facilities management, preferably in a think tank, research institution, NGO, or professional services environment.
• Proven ability to manage vendors, contracts, and institutional procurement processes.
• Strong interpersonal skills and experience managing support staff and contract personnel.
• Familiarity with financial processes including invoice management, end to end payment workflow and budget tracking.
• Experience supporting event logistics and coordinating with multiple internal and external stakeholders.
• Excellent organisational skills; ability to manage multiple priorities simultaneously in a fast-paced institutional environment.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); familiarity with basic ERP or administrative tools is an advantage. Familiarity with Tally would be desirable.
• Strong written and oral communication skills in English and Hindi.

How to Apply

To apply for this position, please submit your CV and a cover letter to [email protected] with the subject line 'Manager-Administration: Candidate Name'. We look forward to hearing from you.