Manager- Administration and Operations


Website smartpowerorg Smart Power India

Smart Power India (SPI), a subsidiary of the Rockefeller Foundation (RF’s), is the key agency for implementing the Smart Power initiative of the Foundation. SPI extends power to those without sufficient access, in order to end energy poverty and transform the livelihoods of the under-served. To this end we are working towards building and nurturing ecosystems to promote sustainable and scalable models to deliver electricity access. SPI currently supports a portfolio of 300+ mini-grids with partner Energy Service Companies (ESCO)

Job Purpose

Manager Administration and Operations will provide SPI team required support in Administration, Human Resource and Finance to effectively implement program activities.

Duties and responsibilities include, but are not limited to:

Administration and Operations
•    Develop and implement administrative systems, such as record management; record office expenditure and manage the operations budget
•    Manage service level agreement(s) with office and facilities vendors; track and review the performance on periodic basis; ensure AMC renewal and negotiate rates
•    Secure provision of communication systems (IT and Telecommunications) by identifying needs
•    Maintain vendor data base , Liaise with the vendors for all local and international travel planning for SPI staff, associates and visitors including scheduling, bookings, transportation and accommodation
•    Manage office safety and security including health & safety policies
•    Organize and coordinate information by developing and utilizing filing and retrieval systems; maintain complete and updated database records of all the key documents and partners
•    Coordinate office support systems and maintain supplies of stationery, pantry and equipment; maintaining the condition of the office and arranging for necessary repairs
•    Oversee recruitment of staff ,consultants , interns , fellows and volunteers
•    Maintaining staff HR Management system , maintain personnel files , health benefits and other insurances
•    Manage the Human Resources (HR) function of SPI and develop and monitor Administrative and Human Resource systems and policies
•    Manage the recruitment process and life cycle, including interviews and final offer; develop all processes in this regard, including but not limited to candidate assessment forms, call pitch & hiring FAQ’s, induction kit, hiring and onboarding SOPs, contracting letters and forms
•    Develop relationships with third party recruiters and staffing firms as needed and manage the procurement and measurement process


•    Keep Financial records and perform financial procedures ( like receipts , payment request , cash management )
•    Ensure all expenses are authorized and processed in accordance with the agreed procedure and policies.
•    Maintain accounting records ensuring the accuracy and completeness of records
•    Verify and track employee and vendors reimbursements

Education & other required qualifications/experience:
•    8-10 years of office administration, HR and Finance  experience in a business environment
•    Strong organizational, communication, and interpersonal skills coupled with an experience of interacting with senior-level management across cross-cultural settings is a must
•    A strong work ethic, (internal/external) customer orientation, focus on processes and results
•    Proactive, service oriented, attention to detail, ability to multi-task and prioritize projects, while working in a fast-paced environment with shifting deadlines and priorities
•    Ability to work independently and proactively resolve issues
•    MBA/PGDBM/ degree or higher
•    Proficient with Microsoft Office product suite
•    Strongly motivated to drive social impact and improve lives

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