Job Title:

Project Associate

Function:

BIPP

Reports to position:

Manager, BIPP

Location:

Mohali

Reportees to Position:

None

Band:

A4

Job Purpose

To provide general administrative support to ­­­­­­­­­­­­Manager, BIPP in executing IDP project and others under BIPP umbrella.

Job  Outline

The jobholder as “Project Associate – BIPP” reports to Manager, BIPP and performs a set of responsibilities that ensures the requisite administrative and office support is provided to all the grants/projects in BIPP.

The incumbent needs to provide operational and logistics support to Manager, BIPP – Track various project expenses, keep internal records of bills, update MIS, verify expenses, plan and make necessary travel arrangements as well as any ad-hoc admin responsibilities, and help with correspondence with external partners.

The job holder needs to maintain a systematic record of activities and expenses for the various projects/grants. He/she also needs to compare with the expense list shared by finance to ensure the accuracy of the accounting.

The jobholder needs to coordinate with the Finance department to submit the bills as well as follow-up for pending bills & invoices and constantly be in touch with the Finance team to ensure the whole activity is completed and the reimbursements/payments are made accordingly.

The job holder will also work with IDP team in managing workshops/trainings, media events and outreach activities relating to the project as and when required.

The incumbent needs to also have to manage IDP and other project websites, handle social media accounts, respond to the various queries flowing in from different sources.

Job Specification

Knowledge / Education

Specific Skills

Desirable Experience

Post Graduate/ Graduate

Interpersonal skill, Coordination skills, Managing time, Communication skills, Attention to details. Adept at handling social media, and organizing outreach activities.

2 to 5 years

Job Interface/Relationships:

Internal

External

§  BIPP personnel

• Departments: Finance, Operations, Commercials & HR
• Travel Desk

• External partners
• Consultants and Vendors

S.N

Key Responsibilities

% Time Spent

1

Track & Maintain records of all expenses incurred for the projects/grants. Make sure that the expenses fall under the budget specified by the donor. Coordinate with BIPP team members to follow-up on their expenses and make sure that it is recorded properly. In case bills are pending, follow up with the vendors. Help in comparing the internal expenses record with the utilization shared by finance team and identify discrepancies as well as act on them for all the projects and grants.

50%

2

Ensure timely PR raising, consultant and employee contracts and paperwork, maintaining the record system, submission & settlement of reimbursement claims on time.

15%

3

Office Administrative Tasks: Undertake tasks like dealing with telephone and email enquiries, backend support, scheduling meetings, making cab, travel and accommodation arrangements for project personnel. Assist the organization of events, meetings & conferences. Assist visiting scholars with arrangements.

20%

4

Manage IDP and other project websites, handle social media accounts, update content, follow-up with team for generating content.

10%

5.

Work with IDP Team in managing media events, workshops, trainings etc.

5%

Total Time Spent on All Responsibilities

100%

SN

Key Result Area

Key Performance Indicator

Measure

Weightage

1

Maintain Expense

Maintain budget vs actual statement for the sponsored projects and Grants and follow up with the finance records every month.

Compliance with budgets

50%

2

Submission of claims

Submission of bills and any other administrative support needed to aid their research activity.

Accuracy in fund codes and submitting on time within the deadline. Double checking in the utilization report

20%

3

Office Administration and Event Management

Supporting project personnel with administrative tasks – Travel support, cab booking, scheduling of meetings.  Compiling of the pre and post communication and financial processing of bills, invoices, etc., that arise in the organization of conference/ meetings / Seminars

Ensure attending to the tasks on priority basis. Ensure timely support

15%

4

Website Maintenance and online content

Manage IDP and other project websites, handle social media accounts update content provided by outreach coordinator,follow-up with team for generating content.

Timely updates

10%

5

Organising Training and Outreach events

Work with IDP Team on managing and organizing media training and outreach events for IDP Project

Number of Events

5%