VIBGYOR High - Senior Role - Administration

Organization : Vibgyor High - Group of Intl. Schools

Function : Administration

Location : Mumbai

Primary Purpose : Single point responsibility on all matters relating to general Administration facilities at VIBGYOR centres at PAN India level.

Key Accountabilities/Activities :

Primary Responsibility :

- Ensuring efficiency & effectiveness of resources such as people, processes & systems

- Setting up of Processes & Systems for Capital Budgeting & ensure necessary approvals

- Inventory Control

- Cost Control

- Preparation of BSC, ISC, Annual Budget

- To ensure that what is required to improve our productivity is available at the least cost

- Planning & Procurement of Capital Items, Direct & Indirect Items, Identifying & finalization of properties for office occupation.

- Identifying and selecting vendors for purchase of School Essentials, Fixed Assets and services, such as -Security, Housekeeping & Maintenance - from assessment to proposal to improvement in RFQ to risk management to Purchase Order and Supply Chain Management

- Overall responsibility for proper maintenance, operating efficiency and compliance, facility utilization and cost control at all locations

- Introduce effective escalation Matrix for the Admin Function across the organization, to address to the employee grievances and take necessary measures

- Directing the development & implementation of key procurement strategies/contingency plans

- Review internal MIS & Dashboard for Admin across PAN India

- Responsible for implementation of organization wide administrative initiatives

- Regular meetings with Specialists in Admin, Zonal Heads, Centre Heads & Admin Managers to ensure involvement, support & satisfaction

- Standardization of facilities & infrastructure across locations

- Adopting and benchmarking Admin best practices across locations

- Process Improvement & On Time Delivery

- Responsible to manage Integrated Facility Services (Security, Housekeeping, Canteen, Transport, Events & Field Trips ) across locations

- Guidance to resolve Legal Matters related to Admin functions

- Ensuring agreements vetted in time & in order

- Managing entire breadth of commercial operations inclusive of Order processing and Materials Management

Secondary Responsibility :

- Lead, manage & direct the work of the department to ensure departmental targets are achieved.

- Recruit, & induct new staff to the work of the department to ensure that required standards are achieved.

- Monitor the performance of the staff and ensure that necessary direction and training are provided.

Work Relations :

Internal :

- Interfacing with all service level heads, Centre and zonal administration teams based out of CO/ZO as well as other Centers/Schools.

- Interfacing with Academics management (Principals and coordinators), MEP teams and centre/Zonal Administration teams on service offerings and center specific elements.

- Interfacing with Finance, Technology and HR for any people or any other operational issue/s.

External :

- Interface with potential and existing customers.

- Interface with external vendors.

Span of Control :

- All Team Members in the administration family will be administratively or functionally or in both ways reporting in to this position

Financial decision making :

Procurement Decision : N.A.

Reimbursement Decision : Applicable

Qualification :

- Graduate, preferably a post graduate in business administration, public administration, or a related field.

Experience :

- 15-20 years of experience with at least 2 years of experience in the similar capacity.

Expected Competencies :

- Efficient and pay attention to detail

- Good communication skills

- Good listener and highly customer focused

- Perform root-cause analysis on deployment issues to enable future prevention.

- Analytical Skills

- Knowledge of the principles and techniques of financial management.

- Knowledge of office administrative techniques & processes

- Business Understanding

- Leadership & Mentoring Skills

- Negotiation Skills

- Relationship Building Skills

- Expertise in Need based situation, circumstances & Market Knowledge

- Managing & Co-ordination

- Planning & organizing ability

- Ability to plan, direct, and coordinate administrative activities of a complex, interrelated and interdependent nature, where unknowns and numerous contingency factors are involved.