Project Documentation and Office Administration

Designation: Project Documentation and Office Administration

Base Location: Shivajinagar, Pune

Travel Requirement: Minimal (occasional visits to project sites/offices in Maharashtra)

Job Overview :

RANNNITI is seeking a proactive and detail-oriented Project Associate Project Documentation & Office Administration to support documentation-intensive requirements of large-scale projects. The role will primarily focus on preparation, review, organisation, and management of project-related documents, reports, presentations, and records across planning and implementation stages.

The position will work closely with project teams to ensure documentation accuracy, version control, and timely availability of information for internal reviews and external stakeholders. A smaller component of the role will support routine office administration to ensure smooth day-to-day operations.

This role is ideal for candidates with 12 years of experience in project documentation, administrative support, or office coordination, who are highly organised, comfortable handling large volumes of documents, and proficient in MS Office.

Key Responsibilities: Project Documentation & Reporting (Primary)

• Prepare, compile, and format project documents, presentations, and reports across planning, implementation, and review stages
• Manage large volumes of centre-level and partner documentation, ensuring completeness, accuracy and version control
• Review incoming documents from field teams and training partners for compliance with approved formats and requirements
• Maintain structured digital and physical documentation repositories for easy retrieval and audit readiness
• Support periodic project reviews through consolidated documentation, trackers, and status notes
• Coordinate with project teams to ensure timely submission and updating of all project-related records
• Maintain Excel-based MIS and trackers to monitor documentation status and on-ground progress
• Compile field-level updates and inputs into structured status reports
• Follow up with field teams and partners to close documentation and reporting gaps

Key Responsibilities: Office Administration (Secondary )

• Provide routine office administration support including correspondence, scheduling, and coordination
• Support logistics for meetings, reviews, and internal discussions as required
• Ensure adherence to internal administrative protocols and record-keeping standards
• Manage routine HR administration processes including attendance tracking, leave management, payroll inputs, and employee documentation
• Oversee reimbursement processing, petty cash management, and maintenance of expense records
• Coordinate with external CA/CS to support statutory filings, audits, and regulatory compliance requirements
• Ensure consistent adherence to internal administrative, HR, and financial control frameworks

Required Qualifications

• Education: Bachelors degree in Commerce, Business Administration, or a related field.
• Experience: Minimum 1 year of experience in programme support roles.

Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Strong organizational skills and attention to detail.
• Ability to handle confidential information responsibly.
• Good communication skills in English, Marathi, Hindi.
• Basic accounting and bookkeeping knowledge.

Other Requirements

• Ability to work independently and as part of a team.
• Strong sense of ownership and adherence to timelines.
• Familiarity with NGO/project operations will be an advantage.