Job Description: Assistant Operations Manager role

The Assistant Operations Manager is responsible for overseeing multiple Tasks and ensuring they are completed within scope, on time, and within budget. 

Application Link - https://forms.gle/hwHkdk3yxTzJeAVH7

KEY RESPONSIBILITIES:

HR Processes:

• Fellows/Employees/Interns Recruitment plan as per Program Team's requirement.
• Ensure JDs are created and posted, conduct interviews, maintain outcomes of the interviews/ assessments.
• Ensure and review onboarding and offboarding checklist is followed
• Performance and KPIs measurement
• Work with the reporting manager on the culture and team building initiatives

Office Administration

• Coordinate with and review Admin team's responsibilities.
• Ensure all office equipment and assets are maintained and master files are kept updated.
• Any office maintenance requirements are captured and addressed as per the priority.
• Ensure any collaterals and branding requirements are addressed by the team. (ID cards, cut outs for office, banners, standees, visiting cards etc.)
• Plan and execute office events.

Finance & Compliance:

• Coordinate with the outsourced Finance function for timely monthly checks and updates on Bill, Cash and Salary registers.
• Coordination with the Finance team and external auditors for annual audit report and closure of financials.
• Review and maintain bank statement, interest certificate, minutes, donor documents, hard copies of Bill, Cash and Salary registers
• Monthly/ Quarterly TDS payments.
• PTEC and PTRC payments as guided by the Finance team
• 80G receipt, 10BD and 10BE review.
• Audit related activities and closure of audit with the Finance team.
• Creating financial reports for funders

Communications:

• Review Communications plan. 
• Ensure social media is managed and posts are published as per the frequency set.
• Ensure funder reports are created as per the requirements and communicated.
• Design/review Give India page as created by the team for crowdfunding requirement

** This is not an exhaustive list.

SKILLS & COMPETENCIES:

• Manage and work with the team and external stakeholders.
• Strong ownership, execution and decision taking ability to manage the day-to-day tasks in a timely and efficient way. 
• Planner and self-starter, taking initiative and responsibility to ensure desired results and outcomes are achieved. 
• Being resourceful and flexible to accommodate the dynamics of a work environment. 
• Excellent verbal and written communication skills and networking ability to interact with external stakeholders and rapport building with the team.
• Good documentation skills for data management and being process oriented. 
• Ability to organize and prioritize work to meet deadlines.
• Strong work ethics with quality outcomes.

EDUCATION & EXPERIENCE:

• A minimum relevant experience of at least 4 years is preferred. 
• Good knowledge of policies, documents and processes. 
• Proficiency in MS Office such as Excel, PowerPoint and Word.
• Basic financial knowledge and budget understanding is required. 
• Basic technological knowledge on MS Office. 
• Preferred Commerce background.

About Universe Simplified Foundation:

Universe Simplified Foundation (USF) is a Mumbai based non-profit working to make inquiry-driven, STEM (Science, Technology, Engineering, Math) education accessible to all.

Through their "Innovation Hub" program, USF sets up STEM-based learning hubs within schools and communities for addressing real-life challenges through science and technology. The program is implemented by STEM Fellows; local youth hired from the villages and trained by USF. For more information, you may watch a short video here: https://www.youtube.com/watch?v=OwNnCRS5yKc.