Officer Administration

Job description
Organization Profile:

Here at Room to Read, we believe there is no better investment than a child’s education. If you are as passionate as we are, we invite you to explore a career with Room to Read.

Room to Read – Sri Lanka is an INGO registered with the Ministry of Social Services (Reg.No. FL-103204) and works in liaison with the Ministry of Education and the Ministry of Women, Child Affairs & Social Empowerment. We provide educational opportunities through two main programs, namely Literacy and Girls Education. For more information visit www.roomtoread.org

OFFICER – ADMINISTRATION

01 POSITION – BASED IN COLOMBO

Position Overview:

The Administration Officer position will assist Room to Read’s management team in carrying out major office administration, procurements, and warehouse management under the supervision and guidance of the Deputy Manager of Administration & Operations. The Administration Officer position will assist and report to the Deputy Manager of Administration & Operations. This position will have regular interactions with all staff.

PRIMARY DUTIES & RESPONSIBILITIES

Day-to-Day Office Administration
• Collaborate with the Deputy Manager in managing legal compliances, expansion procedures, and adherence to governmental standards.
• Ensure compliance with Regional and Global Office policies for administrative and operational matters.
• Handle all aspects of office functionality, including utilities, insurance, and office setup.
• Supervise Admin Associate in organizing program-related and visitor travel needs.
• Educate and guide staff in complying with administrative policies and procedures.
• Provide support for administrative staff in maintaining office equipment and managing administrative issues.
• Conduct field visits to ensure compliance and review administrative activities.

Procurement Management
• Assist in preparing annual procurement plans aligned with the approved budget and program implementation calendar.
• Implement procurement activities according to the approved budget and procurement guidelines.
• Coordinate with the program team to process procurement in a timely manner.
• Conduct regular market surveys to assess trends and costs of materials needed by Room to Read.
• Maintain procurement files and ensure adherence to local statutory requirements.
• Manage vendors/suppliers list and contracts, keeping them updated regularly.
• Warehouse Management
• Oversee the overall management of the warehouse and maintain proper inventory records.
• Supervise warehouse staff, ensuring goods are packed, dispatched, and stored securely.
• Manage warehouse space effectively, maintaining purchase requisitions and payment vouchers.
• Coordinate with field offices for delivery of warehouse items and furniture.
• Prepare payment vouchers for major purchases and maintain payment voucher database.
• Handle custom clearances and ensure stock reports are maintained regularly.

Qualifications Required:
• Degree in the relevant field
• Minimum of 3 years experience in Administration, Purchasing, and Warehouse Management
• Sound knowledge of customs procedures & clearance

Required Competencies
• Strong planning and time management skills
• Decision making & initiating skills
• Knowledge of Government regulations regarding procurement
• Ability to travel frequently to districts throughout the country
• Sound knowledge of English (verbal, written)
• Proven track record of achieving results under minimum supervision.
• Experience in administrative initiatives
• Ability to work under pressure.
• Computer skills in MS package, especially in Excel

To be successful as a member of the Room to Read team, you will also:

· Have a passion for our mission and a strong desire to impact a dynamic non-profit organization.

· Be an innovative and creative thinker—not afraid to try something new and inspire others.

· Have a very high level of personal and professional integrity and trustworthiness.

· Have a strong work ethic and require minimal direction.

· Work well independently as well as part of a team

· Thrive in a fast-paced and fun environment.

Compensation:

The salary range for this position will be determined based on the experience of the candidate hired. Benefits including health, accident, and provident fund are also provided. Additional benefits include a unique opportunity to be part of an innovative, meaningful, and rapidly growing organization that is changing the world through the lifelong gift of education.

Application Procedure:

Should you meet our expectations, please forward your detailed CV together with the names & contact details of 03 non-related referees within 10 days to lk.hiring@roomtoread.org (Please mention the name of the position in the subject line).

“Room to Read is a Child safe organization. Room to Read has zero tolerance when it comes to child abuse and exploitation and believes that all children have equal rights to protection. All selected candidates will be expected to adhere to the child protection policy, code of conduct and standards and will undergo rigorous reference and background checks through a third party. Background checks will include the verification of employment history and criminal checks. Selected candidates may be required to provide additional information to conduct a background check.

Only shortlisted candidates will be notified. Room to Read is an equal opportunity employer.

Canvassing will be a definite disqualification.