Analyst Admin Operations

Description:

Karandaaz is seeking a conscientious and diligent individual for its Administration team to facilitate the operations of this critical support stream. 

Job Responsibilities

Insurance Management

Execute health/life insurance contracts for KRN staff, which entails collaboration with health and life insurance vendors to negotiate contracts, terms, and pricing that align with the KRN requirements and allocated budget. Ensure that the selected vendors offer comprehensive coverage and competitive rates. 
Generate PARS (Purchase Agreement Requisition and Services) Purchase Orders (PO) on Oracle for both PO and non-PO based invoices and ensure prior approvals are obtained before completing contracts with vendors, i.e., health insurance renewal, life insurance renewal etc.
Monitor expenses, premiums, and claims to ensure adherence to the allocated budget while optimizing benefits for employees.
Maintain accurate records and documentation related to insurances on shared drive. Organize and facilitate employee education sessions on health insurance plans, highlighting coverage options, and solve employee’s queries. Assist employees in understanding the plan features and help them make informed decisions during the enrollment period. Ensure prior approval of employee’s dependent registration if case falls in MMC category.
Monitor the performance of health insurance plans, including employee satisfaction, utilization rates, and claims data. Analyze the data to identify areas for improvement and recommend necessary adjustments to optimize the plans. 

Travel & Protocol

Arrange all domestic & International travel and stay arrangements (air & road transportation) including accommodation arrangements, ticketing, fleet and visa assistance. Ensure customer satisfaction for all staff. 
Be responsible for arrangements of all internal and external meetings i.e., Quarterly Board meetings, DFS Advisory, GM, IC & ICF evaluation meetings at KHI, LHR or ISB.
Conduct monthly meetings with all hotels POC for good relationship building and negotiating corporate rates considering the quality service. Maintain a log sheet of these in-person meetings. 

General Administration

Manage all logistic aspects of the annual retreat, ensuring a successful and seamless experience that meets staff expectations. Develop a comprehensive retreat plan, including venue selection, logistics coordination in accordance with the allocated budget and cost saving factors. Work with the People Services team to align retreat activities with the organization's goals and staff preferences. 
Facilitate a comprehensive employee exit process handling various tasks, including the deletion of health and life insurance coverage, managing deductions related to fuel and communication allowances, and handover process. Liaise with insurance providers to ensure timely termination of coverage, avoiding any unnecessary expenses or gaps in coverage. Ensure that any outstanding amounts owed by employees are correctly calculated and deducted from their final settlement.
Process and manage fuel allowance for all staff on both ERP and Excel including fuel card record and consumption pattern. Coordinate with Finance to process payments to fuel card on monthly basis.
Process monthly bills of corporate accounts on time including fleet, ticketing, hotel invoices, guards’ services, janitorial services and legal advisor services.
Take responsibility for record keeping of all KRN events, travel, fleet, and fuel payments. 
Ensure close follow-ups with all the vendors to make sure services provided on time as and when required
Explore initiatives for cost cutting in boarding/lodging and other administrative operations
Updating monthly dashboards on regular basis to assist Manager Admin in analyzing Budget vs Actual reports. Prepare and maintain dashboard to record consumption pattern of fleet, airfare, and fuel and take measures towards cost effectiveness.
Supervise and coordinate all office activities related to office cleanliness and maintenance.
Work in close collaboration with the Karandaaz’ operations, program and management staff to achieve the overall objective of the organization.
Any other task necessary to ensure the optimum performance of the Administration department

Eligibility Criteria

Education & Experience 

Bachelor’s degree in Business Administration or relevant field from a reputable institution.
2-4 years of demonstrated work experience within the Admin or Operations department of an organization. 

Knowledge, Skills & Abilities 

Understanding of the specific guidelines, policies, and operating procedures within the organization.
Proficiency in using software like Microsoft Office Suite, Google Workspace, and ERP systems.
Familiarity with project management principles and tools to assist in managing small projects or tasks.
Excellent communication and presentation skills
Excellent stakeholder management
Proficiency in negotiation, conflict and expectation management. 
Ability to manage challenging situations, stakeholders and expectations within reasonable timelines. 
Ability to handle sensitive information responsibly and maintain confidentiality.
Capability of handling multiple tasks and prioritizing work effectively in a dynamic environment.
Ability to quickly learn and adapt to new processes, software, or technologies as required by the organization. 
Demonstration of a proactive approach to identifying tasks and taking on new responsibilities without constant supervision.