Administrative & HR Executive

Job description
Job Title: Admin & HR Executive

Organization Type: Non-Governmental Organization (NGO)

Location: Janakpuri, New Delhi

Reporting To: Operations Manager / Founder

Employment Type: Full-Time (In-Office)

Salary: Rs 2.4 Lacs per annum.

Job Summary :

The Admin & HR Executive plays a vital role in ensuring the smooth and efficient functioning of the NGO’s day-to-day administrative & HR operations. This role involves managing office systems, supporting program teams, ensuring compliance with internal policies, and facilitating communication between departments. The ideal candidate is detail-oriented, proactive, and passionate about supporting nonprofit work through excellent organizational skills.

In addition to administrative responsibilities, the Admin & HR Executive will also handle core HR functions, including recruitment coordination, onboarding and documentation of new employees, maintaining and updating employee records, managing attendance and leave registers, assisting in payroll preparation, and supporting employee engagement and compliance activities. The candidate should have a basic understanding of HR policies and procedures, possess good interpersonal skills, and be capable of maintaining confidentiality and handling HR tasks efficiently alongside routine administrative duties.

Key Responsibilities:

1. Office Administration
• Manage general office operations, including supplies, equipment maintenance, and vendor coordination.
• Oversee facility management – ensuring the workspace is clean, safe, and functional.
• Maintain office records, including leases, contracts, and other important documents.

2. Documentation and Filing
• Organize and maintain both physical and digital filing systems for easy retrieval and compliance.
• Ensure that all incoming and outgoing correspondence is logged and filed properly.
• Assist in the preparation and archiving of reports, presentations, and other materials.

4. Financial & Procurement Support
• Coordinate petty cash and maintain expense records with proper documentation.
• Assist in procurement – obtaining quotations, managing purchase orders, and ensuring timely delivery of supplies.
• Support the finance team with the collection and filing of invoices, receipts, and other financial documents.

5. Compliance & Reporting
• Ensure organizational policies and procedures are adhered to in daily operations.
• Assist with audits, reporting, and documentation required by donors and regulatory bodies.

6. Communication & Coordination
• Serve as the first point of contact for incoming queries – phone, email, and visitors.
• Liaise with internal teams, vendors, and partner organizations to support operational needs.
• Coordinate courier services, mail distribution, and communication logistics.

Human Resource
• Handling recruitment, onboarding, exit processes, and HR documentation.
• Maintaining employee records, attendance systems, and performance monitoring.
• Implementing and maintaining HR policies in line with organizational values and compliance.
• Coordinating training, development, and capacity-building programs.

Qualifications & Requirements:
• Bachelor's degree in Business Administration, Management, Social Sciences, or a related field.
• 2–4 years of experience in administrative or office management roles (preferably in NGOs or development sector).
• Strong organizational and multitasking abilities.
• Proficiency in MS Office (Word, Excel, PowerPoint) and familiarity with digital filing systems.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with confidentiality.
• Flexible, proactive, and able to work independently and as part of a team.

Preferred Skills:
• Knowledge of NGO operations and donor reporting requirements.
• Familiarity with basic financial procedures and documentation.
• Experience working in multicultural or grassroots settings.

Working Conditions:
• May require occasional work outside of regular office hours to support events or urgent deadlines.

Application Instructions :

Interested candidates should send their resume along with a cover letter to hr@homelesscarefoundation.org by [Insert Deadline]. Please mention "Admin Executive Application – [Your Name]" in the subject line.

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