Job Description

Company Description

Bharat Association of Road Safety (BARS) is India's first neutral institutional platform created to align and strengthen the country's fragmented road safety ecosystem. It brings together stakeholders from society (Samaaj), government (Sarkaar), and industry (Bazaar) to enable collaboration and coordinated action. BARS focuses on curated knowledge sharing guided by transparency, accountability, and scientific evidence. The organization emphasizes collaboration over activism and long-term, systemic change over short-term campaigns. Team members are encouraged to contribute to impact-driven initiatives that advance safer roads across India.

Salary: 30,000 - 35,000 a month

Role Description

The Management Associate – Chairperson's Office serves as the organisation's principal administrative, operational, and financial anchor. The incumbent guarantees zero-slippage execution across daily office management, vendor contracts, strategic partner MoUs, and publication lifecycles.

Qualifications

1. Total Operations, Office Administration & HR Governance

· Daily Office Ownership: Manage complete operational administration of the New Delhi registered office, including facilities, utilities, asset registers, supply replenishment, and infrastructure uptime.

· Vendor Management & Contracts: Lead vendor selection, quote evaluation, contract drafting and SLA enforcement across all service providers.

· Full-Cycle HR Administration: Oversee staff and intern onboarding, compliance documentation, monthly attendance tracking, payroll preparation, monthly payslip distribution, and full-and-final settlement clearances upon resignation.

2. End-to-End Invoicing

· Billing & Invoicing Governance: Generate, issue, and systematically reconcile all outgoing organizational invoices for corporate sponsorships, magazine advertising slots, and listings; rigorously manage follow-ups on collections and receivables.

· Payables & Expense Scrutiny: Verify all incoming vendor bills against agreed purchase orders/quotations before management sign-off; oversee petty cash and routine disbursement records.

· Financial Governance & Reporting: Maintain real-time budget tracking spreadsheets across organizational programs, monitor monthly cash flows, and report financial summaries directly to the Chairperson.

3. Strategic Alliances, MoUs & CSR Outreach

· MoU Drafting & Execution: Draft, review, and track formal Memorandums of Understanding (MoUs) with government bodies, state transport departments, academic institutions, and corporate CSR arms.

· CSR Pitch Proposals: Customize corporate grant pitch decks, draft concept notes, and compile post-intervention impact documentation for CSR committees and potential donors.

· Executive Follow-Through: Track action points from Chairperson meetings, draft high-stakes external correspondence, and maintain strategic partner contact registers.

4. Institutional Magazine Management (Editorial, Production & Distribution)

· Editorial Supervision: Liaise with authors/experts for contributions, conduct substantive editing, review tone, and perform mandatory plagiarism checks.

· Page & Layout Control: Strictly enforce specified page limits and word counts per issue; collaborate with the digital team for photo licensing, graphic assets, and typography.

· Commercial Advertisement Alignment: Finalize placement of corporate sponsor advertisements and coordinate artwork specs with partner marketing teams.

· Press & Dispatch Management: Oversee final dummy approvals with management, coordinate print runs with printing press vendors, supervise packaging, and ensure accurate physical dispatch and web/institutional listing.

· Records & Databases: Maintain meticulously updated databases of contributing authors, corporate advertisers, subscription sales, and related tax invoices.

Professional Experience

3 to 5 years in executive administration, project management, operations, or CXO/Chairperson office coordination (corporate or non-profit sector).

· Administrative & Accounting Literacy: Demonstrated competence managing invoice generation, expense tracking and CA coordination.

· Publishing & Communications Acumen: Exceptional written and verbal English & Hindi communication skills; prior exposure to managing document layouts, editorial workflows, or corporate newsletters is highly desirable.

· Execution Discipline: High discretion, diplomatic poise, and proven capacity to juggle multiple deadlines, vendor negotiations, and executive mandates with minimal supervision.