Administrative support:

• Support the Data for Health staff with administrative tasks, including scheduling meetings and maintaining calendars, taking and distributing meeting notes, and other tasks as needed
• Help arrange or maintain organizational systems for the division, including accurate filing systems, file sharing systems, shared calendar and email accounts, and other tools for team collaboration
• Assist in preparing presentations and with creating and distributing documents, including assisting in the editing and formatting of project reports and related materials
   

Operational support:

• Support Data for Health staff with procurement of goods and services by preparing necessary documents (terms of reference, request for quotes/proposals, requisition forms), receiving and analysing proposals, answering questions from bidders, ensuring compliance to internal policies, etc.
• Administer contracts as per Vital’s procurement policy and Data for Health’s procedures, and address any questions or issues related to vendor compliance checks and purchase order creation
• Process invoices for consultants and vendors in close coordination with the Finance and Operation teams, track invoice submissions, and liaise with Finance and Accounting to manage payments and address any questions or issues with payments
• Assist with managing and tracking expense reports through the India office
• Book travel arrangements as needed for division staff, including ensuring travel authorization, booking tickets, reserving lodging, filing requests for per diem compensation and expense reimbursement.
• Track travel expenses and manage reimbursements for Data for Health staff, consultants or other guests hosted for travel by the division. Assist in managing travel budget and reconciling reports.
• Rapidly execute any cancellations or changes to travel itineraries when needed and resolve any booking and logistics issues that may arise during division staff’s travel
• Support operations functions/activities globally as and when assigned.
• Liaise between internal Vital Strategies’ departments including Operations, Finance, IT and HR to problem-solve as needed
   

Event planning support:

• Organize division meetings, workshops, webinars, etc., by assisting with planning (e.g. budgets, agendas, finalising venue and other logistics as relevant, coordinating participant invitations and managing attendance lists), preparing meeting materials, communicating with relevant stakeholders, facilitating printing of materials and coordinating logistics for participants, including air travel, per diem, and accommodation
• Develop standard organizational procedures/checklists to systematize event production in India and follow-up/evaluation

• Demonstrated project management skills
• Written and spoken English language fluency
• Demonstrated computer skills, proficient user of Microsoft Office suite (Word, Excel, Outlook, PowerPoint)
• Excellent organizational and time management skills
• Ability to juggle and prioritize competing demands
• Analytical mindset with strong attention to detail
• Ability to research, manage, collate, and disseminate data and information.
• Ability to take notes at meetings, synthesize information and create clear summaries
• Self-starter who enjoys proposing innovative solutions to identified challenges or gaps
• Exceptional organizational skills and ability to take initiative, prioritize, and follow through on tasks
• Good time management, prioritization, and multitasking abilities
• Team player with strong interpersonal communication and relationship building skills
• Ability to work with a variety of internal and external stakeholders
• Flexible, collaborative work style yet capable of working independently

• The position will report to the Principal Technical Advisor, Data Impact Division and have a dotted line oversight provided by Operations Manager. This position will be based out of New Delhi.
• Ability to work flexibly with colleagues across time zones