Admin Executive

About Anubhuti Samiti:

Anubhuti Samiti is a non-profit organisation working to strengthen education and communities by enabling children to access quality education, supporting schools, and fostering civic awareness and community participation. We work closely with schools, government stakeholders, local partners, and communities to create meaningful and sustainable impact.

Role Overview:

We are looking for a proactive, organised, and resourceful Admin Executive to support the day-to-day administrative and operational activities of our Varanasi team. The role involves procurement, meeting coordination, communication with government officials and local partners, negotiation with vendors, and ensuring smooth coordination between the office and field activities. The ideal candidate should be comfortable handling responsibilities independently, building relationships with local stakeholders, and managing multiple tasks efficiently

Key Responsibilities:

1. Procurement and Vendor Management

Identify and procure office supplies, educational materials, and other items required for organisational activities.

Coordinate with local vendors to obtain quotations, compare prices, and negotiate costs.

Ensure timely procurement and delivery of materials while maintaining quality and cost-effectiveness.

Maintain records of purchases, bills, invoices, and related documentation.

2. Meeting and Schedule Coordination

Schedule meetings with government officials, local partners, vendors, and other stakeholders.

Coordinate appointments, confirm schedules, and ensure the availability of required materials and documents.

Support the planning and logistical arrangements for meetings and organisational events.

3. Government and Local Stakeholder Coordination

Coordinate with government departments, officials, schools, community representatives, and local partners for meetings or as required.

Support the team in completing administrative formalities, submitting documents, and coordinating field-related requirements.

4. Communication and Negotiation

Negotiate prices, delivery timelines, and service arrangements with vendors.

Follow up on pending requests and ensure timely responses and coordination.

5. Office and Field Support

Report to the office at the beginning of the working day and plan daily tasks with the team.

Travel for field-related work, meetings, procurement, and stakeholder visits whenever required.

Return to the office after field visits to share updates, submit documents, and complete pending tasks.

Maintain records of field visits, meetings, purchases, and other administrative activities.

6. Documentation and Reporting

Maintain organised records of procurement, expenses, meetings, and stakeholder communication.

Share regular updates with the reporting manager on completed tasks and pending activities.

Ensure that relevant bills, receipts, and supporting documents are submitted on time.

Required Skills and Qualifications

Minimum qualification: 18+ years of age

Good communication and interpersonal skills.

Ability to coordinate with government officials, local partners, and vendors professionally.

Good negotiation and problem-solving skills.

Good organisational skills and attention to detail.

Basic computer skills, including MS Excel, Google Sheets, email, and WhatsApp.

Familiarity with Varanasi and its local network will be an advantage.

Willingness to travel locally for official work.

What We Are Looking For:

We are looking for someone dependable, proactive, and solution-oriented who can take ownership of administrative responsibilities, communicate effectively with different stakeholders, and help ensure the smooth functioning of Anubhuti's work in Varanasi.