Lead Administration

Lead Administration at Indian Institute for Human Settlements

As Lead – Administration, you will independently manage the entire administration function at IIHS Bangalore, under the guidance of the Head – Administration. The ideal candidate will establish positive and professional relationships with multiple stakeholders across the organization and ensure consistent compliance with administration processes and policies across the institute. The position will be part of the Administration function at IIHS.

Activities and Tasks

• Managing and coordinating the overall administration activities at Bengaluru;
• Discharging responsibilities on the whole gamut of administrative areas ranging from policy compliance by staff to travel, accommodation, vendor management, contract administration, inventory management, security and safety of assets as well as personnel, and adherence to legal requirements;
• Management and supervision of interior fit-outs, office design, and basic engineering tasks; leading the project management initiatives of the institute for identifying new office space, vendor selection to execute office design and development, project execution, refurbishment and commissioning of the office in all respects;
• Managing a team of staff members to discharge these responsibilities while working closely with the senior executives of the institute; planning, organising, directing and controlling the work activities of team members in order to provide prompt and efficient services to internal customers;
• Ensuring facilities management, including utility operation and maintenance, for all offices in the location;
• Implementing the travel and accommodation policy of the institute for new joiners and consultants in coordination with other departments;
• Initiating vendor development and identification activities for various services with the objective of maintaining sustainable and mutually beneficial relationships;
• Driving contract negotiations and finalising the selected vendors / contractors;
• Analysing the need, developing and executing the support systems and putting in place the required systems for services like security, safety, housekeeping, preventive maintenance, pantry operations, reprographics, office stationery and parking management;
• Transport management, including company owned vehicles;
• Complete arrangements for annual events, conferences, seminars and other functions of the institute organised from time to time;
• Liasoning with government authorities, license departments etc. for smooth and seamless compliance with required statutory and legal requirements;
• Overall supervision of the ERP Procurement Management system;
• Providing support to other IIHS activities including academics, research, training, practice, operations and others;
• Participating in all activities of Institution-Building at IIHS; carrying out tasks as assigned by IIHS; and traveling on IIHS work within or outside the country as and when needed.

Structure and Reporting

The Lead Administration will report to the Head – Administration at IIHS and will be working in close cooperation with key stakeholders of the Administration team. The mentoring and coaching of younger team members would also be an intrinsic part of the role.

Person Specification

The ideal candidate should have:

• A graduation or post-graduate degree in Management or relevant field;
• At least 15 years of relevant experience in Administration, preferably from a services background;
• Excellent written and verbal communication skills, attention to detail and strong organisational skills;
• A target oriented and focused approach with the ability to strike a balance between strategic and operational priorities;
• Customer service orientation and a commitment to delivering quality results and overcoming obstacles and challenges in a time-sensitive environment;
• Ability to create and report metrics and monitor compliance as per statutory requirements;
• Ability to work in a high-pressure environment using a systematic approach, multi-tasking and time management skills;
• Demonstrated competency in developing effective solutions to diverse and complex scenarios;
• Ability to build strong relationships, operate as a team with effective collaboration skills; strong interpersonal skills and good negotiation skills;
• Advanced experience with MS Office including Excel and PowerPoint; experience with ERP Procurement systems would be an advantage;
• Exposure to working in an organisation involved in education or training would be an added advantage.

This offer is on an exclusive basis, which implies that other professional assignments (whether compensated or not) that bear a potential conflict of interest with IIHS cannot be undertaken.

The search will remain open until the position is filled.

Location

This position is based in Bengaluru and may entail travel to other locations in India.

Review and Assessment

The role and performance of the incumbent shall be subject to normal review and assessment systems at IIHS.

Diversity Policy

IIHS is an equal opportunity employer that encourages women, people with disabilities and those from economically and socially excluded communities with the requisite skills and qualifications to apply for positions.

Contact

Please write to us at hr@iihs.co.in if you need any clarifications while filling the online application form.

Key skills/competency

• Administration Management
• Vendor Management
• Facilities Management
• Team Leadership
• Policy Compliance
• Project Management
• Statutory Compliance
• Contract Negotiation
• Inventory Management
• ERP Procurement Systems