Overview
The Operations Analyst will support the smooth functioning of the India Country Office by overseeing office administration, mission support, vendor and facility management, and protocol coordination.
Key Responsibilities
- Oversee day-to-day administration and smooth functioning of IFC India offices.
- Manage office procurement, contract administration, renewals, and timely processing of payments and reimbursements.
- Supervise outsourced staff and service providers.
- Coordinate office logistics, workspace planning, seating arrangements, conference room management, and office moves.
- Oversee onboarding of new staff.
- Oversee vendor performance, contract compliance, and service delivery.
- Coordinate with facilities and security teams.
- Maintain effective relationships with vendors, contractors, airlines, airport authorities, and external service providers.
- Supervise reception and front-office operations.
- Support ACS coordination and ensure proper record management and administrative documentation.
- Oversee logistics and protocol arrangements for senior management missions, VIP visits, and high-level delegations.
- Coordinate with the travel desk to ensure compliance with institutional travel policies.
- Manage airport protocol, entry passes, convoy coordination, hotel bookings, transportation, and related logistics.
- Coordinate visa support, relocation assistance, Restricted Area Permits (RAPs), Protected Area Permits (PAPs), and United Nations Laissez-Passer (UNLP) issuance/renewal.
- Provide visa support letters, travel guidance, and mission-related assistance.
- Liaise with the Ministry of Home Affairs (MHA), Ministry of External Affairs (MEA), and other government agencies.
- Coordinate logistics and administrative support for conferences, workshops, retreats, field visits, and office events.
- Support the Country Management Unit (CMU) and senior management during internal and external events.
- Support office-wide safety and security initiatives, including responsibilities as Safety Focal Point (SFP) and Road Safety Focal Point (RSFP).
- Coordinate with security and facilities teams on emergency preparedness and compliance with office safety protocols.
- Support staff engagement and community initiatives.
Required Experience
- Minimum 6–8 years of relevant professional experience in office administration, operations management, protocol coordination, travel management, facilities management, or executive support.
- Strong experience in managing high-profile visits, senior management missions, and protocol arrangements.
- Demonstrated experience in vendor management, procurement coordination, and supervision of outsourced staff and administrative teams.
- Good understanding of government processes, airport protocol coordination, visa facilitation, and liaison with public authorities.
- Proven ability to manage multiple priorities and deliver under tight timelines in a fast-paced environment.
- Strong client orientation and ability to work effectively in multicultural and multidisciplinary teams.
- High level of professionalism, discretion, initiative, and problem-solving ability.
Qualifications
• Degree in Business Administration, Management, Hospitality, Public Administration, International Relations, or related field.
