Junior Officer

Role Overview

The Junior Officer will be responsible for supporting and executing the administrative, operational, procurement, coordination, and documentation activities of the Hub. The role requires close coordination with internal stakeholders at IIT Hyderabad and external stakeholders, including industry partners, vendors, financial entities, R&D organisations, and government agencies, while ensuring compliance with institute policies, SOPs, and government norms.

Qualifications

• Bachelor’s Degree in any discipline from a recognised university with a minimum of 60% marks or an equivalent grade.
• Master’s Degree / MBA or equivalent qualification will be an added advantage.

Experience

• Minimum 2–5 years of relevant experience in industry or Academic / R&D institutions administrative, operational, or coordination roles.
• Experience in administrative support, procurement coordination, office operations, or institutional project environments will be preferred

Compensation

• Rs. 25000 to 30000 /- per month based on experience.

Key Responsibilities

Administrative & Office Operations

• Support day-to-day administrative and operational activities of the Hub.
• Assist in facility management, office administration, and infrastructure coordination.
• Maintain and update office records, correspondence, databases, documentation, registers, logs, and filing systems.
• Manage office calendars, schedules, appointments, and coordinate travel and accommodation arrangements.
• Undertake routine administrative duties to ensure smooth functioning of the office.

Liaison & Coordination

• Assist in internal coordination with IIT Hyderabad faculty, departments, and administrative offices.
• Support external liaison with industry partners, vendors, service providers, financial institutions, R&D organizations (public and private), and other Hub stakeholders.

Procurement & Vendor Management

• Assist in procurement activities in compliance with institute policies and government procedures.
• Collect quotations, prepare comparative statements, and support purchase processing.
• Coordinate procurement of office equipment, stationery, consumables, utilities, and services as required.
• Maintain regular communication with vendors to ensure timely delivery.
• Support contract administration and assist in vendor negotiations when required.

Finance, HR & Functional Support

• Support finance-related administrative activities including expense tracking, bill processing, and budget monitoring.
• Assist in maintaining accounting documentation and preparation of expense and office budget reports.
• Support recruitment processes, onboarding, and HR coordination activities.
• Assist other functional areas such as Finance, Stores & Purchase, and HR as required.
• Address routine employee queries related to office administration and facility matters.

Documentation, Reporting & MIS

• Maintain systematic documentation and filing related to administrative and facility operations.
• Assist in preparation and maintenance of MIS reports.
• Support preparation of utilization data, periodic administrative summaries, and reports for DST, institute authorities, and governing bodies.
• Assist in audit documentation, compliance checklists, and statutory record maintenance.

Events, Meetings & Outreach

• Support organization and coordination of meetings, workshops, conferences, expos, and outreach events at local, national, and international levels.
• Coordinate logistics and provide administrative support during Hub events and official visits.

Workplace Environment & Team Support

• Contribute to a safe, secure, and professional working environment.
• Support team members across administrative functions and assist in process improvements.
• Ensure adherence to SOPs, institutional policies, and best practices.

Additional Responsibilities

• Undertake special assignments and additional responsibilities as entrusted by management from time to time.

Preferred Skills & Competencies

• Strong interpersonal, written, and verbal communication skills.
• Excellent organisational, coordination, and time-management abilities.
• Good understanding of office administration and institutional procedures.
• Familiarity with procurement processes, documentation, and compliance requirements.
• Working knowledge of MS Office tools, MIS systems, and Tally ERP.
• Ability to work effectively in a multi-stakeholder, fast-paced R&D or academic environment.
• Willingness to travel, if required.

Nature of Appointment

• Contractual position for a period of 11 months, extendable based on performance and organisational requirements.