The Antara Foundation (TAF) envisions a world where women and children do not suffer from preventable health conditions. We believe that every mother and each child deserves an equal start to a healthy life. We support the public health system deliver solutions at scale, to improve maternal and child health outcomes, by partnering with government and communities. Interventions of The Antara Foundation follow two closely integrated paths: to help the government system deliver better quality health care to the community and to support the community to mobilize and seek better health outcomes.
For more information visit https://antarafoundation.org/
We are a young, energetic, and passionate team, working across 8 districts, 38 blocks, 5,700 villages, with 8,800 FLWs, and reaching 379,000 women and 650,000 children in central India. Over the next few years, we see ourselves spreading across multiple locations in India to implement our solutions and to create an impact at scale.
Role Summary:
The Program Support Assistant is responsible for ensuring the smooth, efficient, and compliant functioning of the state office and guest house by delivering high-quality administrative, facilities, logistics, and operational support. The role oversees office infrastructure, housekeeping, vendor and contract management, transport and fleet coordination, procurement, travel logistics, asset management, and facility maintenance to ensure a safe, well-maintained, and productive work environment for employees and visitors.
Reporting to: Director - Programs in Odisha and Sr. Associate - Admininistration
Duty Station: Bhubaneshwar, Odisha
Key Responsibilities
1. Office & Guest House Administration
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Ensure smooth day-to-day functioning of the district office and guest house, maintaining high standards of cleanliness, hygiene, safety, security, and upkeep.
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Oversee preventive and corrective maintenance of office infrastructure, furniture, equipment, electrical fittings, plumbing, and other facilities.
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Ensure all office and guest house assets are properly maintained, safeguarded, and periodically verified.
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Maintain guest house readiness at all times by ensuring:
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Clean rooms with fresh linen, towels, and toiletries before guest arrival.
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Timely laundering and replacement of linen and towels.
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Daily housekeeping and washroom cleanliness.
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Availability of tea/coffee amenities and other guest essentials.
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Prompt resolution of maintenance issues to provide a comfortable stay experience.
2. Vendor & Contract Management
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Identify, empanel, and manage vendors for administration, housekeeping, transport, maintenance, hospitality, and other support services.
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Conduct periodic vendor performance reviews and ensure adherence to agreed service standards.
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Negotiate commercial terms, prepare and manage contracts (including BTC/vendor agreements), and ensure compliance with organizational procurement policies.
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Verify vendor invoices, maintain supporting documentation, and coordinate timely processing of payments with the Finance team.
3. Housekeeping & Support Staff Management
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Supervise housekeeping, pantry, security, and support staff to ensure high standards of service delivery.
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Prepare duty rosters, monitor attendance and leave, and provide day-to-day supervision.
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Ensure cleanliness of office premises, washrooms, pantry, meeting rooms, and common areas.
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Ensure pantry operations run smoothly, including refreshments for staff and visitors.
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Coordinate meals and hospitality arrangements for guests staying at the guest house, where required.
4. Transport & Fleet Management
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Coordinate transportation requirements for staff and visitors, ensuring timely availability of vehicles.
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Supervise transport vendors and drivers to ensure adherence to safety, punctuality, cleanliness, and service quality standards.
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Monitor vehicle utilization, mileage, maintenance schedules, fuel efficiency, statutory compliances, and documentation.
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Coordinate with Program, Finance, and Administration teams to optimize transport utilization and cost efficiency.
5. Procurement & Asset Management
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Manage procurement of office supplies, pantry items, furniture, equipment, and other administrative requirements in accordance with organizational procurement guidelines.
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Obtain quotations, prepare comparative statements, facilitate approval processes, and coordinate timely purchases.
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Maintain inventory records and ensure optimum stock levels of consumables and office supplies.
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Support fixed asset tracking, tagging, verification, and maintenance.
6. Travel & Logistics Coordination
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Coordinate travel and accommodation arrangements for staff, consultants, and visitors based on approved travel requests.
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Arrange hotel bookings, guest house accommodation, local transport, train, bus, and other logistics as required.
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Ensure a smooth travel experience through timely planning and coordination.
7. Facility Maintenance & Compliance
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Develop and monitor preventive maintenance schedules for office infrastructure and facilities.
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Coordinate periodic activities including pest control, deep cleaning, air-conditioner servicing, water purifier maintenance, water tank cleaning, electrical inspections, and other statutory maintenance requirements.
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Ensure compliance with workplace health, safety, and administrative standards.
8. Financial & Administrative Support
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Maintain complete and accurate administrative documentation, records, and filing systems.
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Verify bills and supporting documents before submission for payment processing.
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Enter administrative expenses into the organization's accounting system, as applicable.
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Coordinate with the Finance team to ensure compliance with organizational policies, statutory requirements, and FCRA-related documentation where applicable.
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Working knowledge of accounting software will be an added advantage.
9. IT & Office Infrastructure Support
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Provide first-level troubleshooting for routine IT issues related to laptops, desktops, printers, projectors, internet connectivity, Wi-Fi, and other office equipment.
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Coordinate with IT vendors or central IT support for timely resolution of technical issues.
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Ensure all office equipment is maintained in working condition through regular servicing and preventive maintenance.
10. General Administration
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Support district events, meetings, workshops, and official visits through end-to-end administrative coordination.
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Maintain administrative records, reports, and trackers as required.
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Undertake any other administration-related responsibilities assigned by the District Leadership or central Administration team to support smooth organizational operations.
Skills and Qualifications
- Graduate with 3-5 years of relevant experience in administrative support
- Basic Knowledge of Administrative Office Support
- Excellent communication and interpersonal skills
- Proficiency in MS Office (Word, Excel, Outlook)
- Strong organizational and multitasking abilities
- Attention to detail and problem-solving skills.
- Strong interpersonal skills and the ability to work effectively in multicultural teams.
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Ability to read, write and speak in English, Hindi and Odiya is essential.
