Terms of Reference (ToR) – Admin Assistant (Lucknow)
Admin Assistant
Purpose
The Admin Assistant is responsible for providing comprehensive administrative, operational, and basic accounting support to ensure the efficient functioning of the Administration Department. The role includes managing end-to-end procurement processes, maintaining accurate inventory and asset records, preparing procurement comparisons and MIS reports, maintaining day-to-day financial records, and ensuring proper documentation and data management across administrative functions.
1. Procurement Management
- Manage the end-to-end procurement process in accordance with organizational procurement policies and procedures.
- Obtain quotations from multiple vendors and ensure competitive pricing.
- Prepare comparative statements for procurement requests and facilitate the approval process.
- Coordinate with vendors for purchase orders, deliveries, invoices, and payments.
- Maintain procurement documentation, purchase records, and vendor databases.
- Monitor procurement timelines and ensure timely delivery of goods and services.
2. Comparative Statement Preparation
- Prepare detailed comparative statements for all procurement requirements.
- Evaluate quotations based on price, quality, specifications, warranty, delivery timelines, and vendor performance.
- Present procurement comparisons for management review and approval.
- Ensure transparency and compliance throughout the procurement process.
3. MIS and Data Management
- Prepare and maintain periodic Management Information System (MIS) reports related to administration, procurement, inventory, and accounts.
- Maintain accurate administrative records and databases.
- Generate monthly, quarterly, and annual reports as required.
- Ensure accuracy, confidentiality, and timely updating of organizational data.
- Prepare reports using Microsoft Excel with advanced functions such as formulas, Pivot Tables, VLOOKUP/XLOOKUP, data validation, and reporting dashboards.
4. Inventory Management
- Maintain complete inventory records of office supplies, equipment, and consumables.
- Monitor stock levels and initiate replenishment requests as required.
- Conduct periodic physical verification of inventory.
- Reconcile inventory records with physical stock and report discrepancies.
- Maintain inventory registers in both Microsoft Excel and organizational systems.
5. Asset Management
- Maintain a comprehensive asset register for all organizational assets.
- Update asset records in the SHRM Software and maintain corresponding records in Microsoft Excel.
- Record asset allocation, transfers, repairs, maintenance.
- Conduct periodic asset verification and ensure proper tagging of assets.
- Coordinate with departments to maintain accurate asset ownership records.
6. Accounts and Financial Record Management
- Maintain day-to-day accounting records and financial transactions.
- Maintain the daily cash book and ensure all cash transactions are accurately recorded.
- Prepare and maintain monthly expense statements and expenditure records.
- Record purchase bills, payment vouchers, receipts, and supporting documents.
- Enter accounting transactions in Tally accurately and on time.
- Reconcile cash balances and assist in bank reconciliation as required.
- Coordinate with the Finance and Accounts team for payment processing and financial documentation.
- Maintain proper filing of financial records for audit and compliance purposes.
- Assist in preparing financial reports and expenditure summaries whenever required.
7. Documentation Support
- Maintain organized filing systems (physical and digital) for all administrative documents.
- Prepare, compile, and organize administrative documents whenever required.
- Support agreement preparation, vendor documentation, procurement files, and audit documentation.
- Ensure proper document version control and record retention.
8. Administrative Support
- Provide administrative assistance to the HR and Administration team as required.
- Coordinate with internal departments for administrative requirements.
- Support internal and external audits by providing necessary records and documentation.
- Perform any other administrative, procurement, inventory, or accounts-related duties assigned by the Reporting Manager.
Key Deliverables
- Timely completion of procurement activities.
- Accurate comparative statements for all procurement requirements.
- Updated MIS reports submitted within defined timelines.
- Accurate inventory and asset records maintained in SHRM Software and Microsoft Excel.
- Daily cash book updated and reconciled.
- Monthly expense records maintained accurately.
- Timely and accurate accounting entries in Tally.
- Well-organized procurement, financial, and administrative documentation.
- Timely support for audits and statutory compliance requirements.
Required Qualifications & Skills
- Bachelor's degree in Commerce, Business Administration, Accounting, or a related field.
- 1–3 years of experience in administration, procurement, inventory management, or accounts.
- Proficiency in Tally ERP/Tally Prime is mandatory.
- Excellent knowledge of Microsoft Excel (Advanced Excel), including formulas, Pivot Tables, VLOOKUP/XLOOKUP, charts, filters, and MIS reporting.
- Good working knowledge of Microsoft Word and PowerPoint.
- Strong analytical, documentation, and record-management skills.
- Good communication, coordination, and vendor management skills.
- High level of accuracy, integrity, confidentiality, and attention to detail.
- Ability to manage multiple tasks and meet deadlines effectively.
Pay: ₹10,000.00 - ₹15,000.00 per month
Education:
Willingness to travel:
Work Location: In person
