Job Description
Job Title: Officer – Finance and
Accounts
Location: New Delhi, India
Function: Operations (Fixed Term Contract -
Restricted Project)
Manager – Finance -
1. JOB PURPOSE
• To assist and coordinate Finance
activities/ processes in South Asia Region (SAR) for restricted and
unrestricted projects, including budgeting, financial management and monitoring
of Member Associations (MAs) in the Region.
• To assist in building stronger
Accounting systems, ensuring high level of accountability and transparency both
at the IPPF South Asia Regional Office (SARO) and the Member Associations (MAs)
• To ensure timely payments and
maintenance of all accounting and other subsidiary books of accounts and
records in order to ensure timely and accurate statutory compliance and
reporting with respect to receipts and payments relating to operations of IPPF
South Asia Regional Office (SARO).
2. KEY TASKS
1. Responsible for accounting activities
and contribute to development of policies/ processes/ systems related to
Financial Management and support in implement the same across the SAR, in terms
of:
a. Delivery of Services (including preparation
of budgets, financial monitoring, report collation and review, and facilitating
reviews/audits, as and when required);
b. Deployment and stabilization of systems
and processes;
c. Quality;
d. Cost; and
e. Time
2. These include:
A. Project Management
a. Supporting in preparation, review and
finalization of Annual Programme Budget of MAs in the Region.
b. Providing needed support in preparing
budgets for restricted and unrestricted grants.
c. Coordinating for preparation, review
and sign-off on Grants Agreements.
d. Support in the process of fund
allocation to the MAs.
e. Support in monitoring utilization of
unrestricted funds and restricted grant budgets by MAs.
f. Undertaking reconciliation of MAs
accounts.
g. Provide assistance tothe MAs on
financial management.
h. Collating and reviewing half yearly and
annual reports of unrestrictedand as well as financial reports for the
restricted projects, submitted by the MAs, and share the same with the Manager
(Finance) for further review.
i. Coordinate with MAs to ensure
preparedness for Donor Audits; and providing requisite support for these
audits.
j. Ensure restricted project closure
process is followed
k. Supporting in financial capacity
building of the MAs.
l. Ensuring financial data management and
record keeping of critical / important documents, as per the prescribed
guidelines
m. Ensuring compliance to IPPF’s policies/
guidelines and agreements with donors, across all financial activities
B. Accountingand Payments
a. To maintain all Books of Accounts for
SARO (for unrestricted core and restricted grants) This includes Petty cash
book, Bank book, Journal and any other subsidiary records required to be
maintained e.g. Asset registers, Staff Advances register, Allowances – Staff registers,
Register for payments on behalf of MAs and maintaining of MAs’ current account
etc.
b. To assist in drafting contracts and
memorandum of understanding with vendors/ consultants.
c. To ensure bill / voucher entry and
verification, for SARO Staff and MA Reimbursements and coordinate with Central
Office (CO) for payment processing after approval
d. To make all payments like Bank Payment
Vouchers, Cash Payment Vouchers, Journal Vouchers for SARO Travel and Other
expenditure and Member Associations (MAs’) Reimbursements etc. (including
payments on behalf of MAs, as required), prepare online NEFT/RTGS and release
payments on approval from Manager – Finance and Director – Finance and
Operations
e. To prepare all receipt vouchers for
IPPF SARO.
C. Reporting and reconciliations
a. Reconciling, on a monthly/annual basis,
various accounts/statements maintained at IPPF SARO with regular bank
statements; returns/statements received from IPPF Central Office (CO), current
account statements received from MAs etc.
b. To assist in submission of monthly
accounts to IPPF Central Office (CO) and reconcile the Advances and Liabilities
positions of SARO transactions with NetSuite/Tally on quarterly basis.
D. Statutory and other compliances
a. To calculate and make timely and
accurate payments of taxes payable/ deductible on behalf of SARO.
b. To facilitate statutory audit work and
group audit work (including Internal Audit).
c. To ensure strict compliance of IPPF
SARO Accounting guidelines.
d. To manage the SARO staff pay roll like
timely release of staff salaries; tax deposit and EPF deposit on monthly basis.
It includes calculating taxes payable/ deductible on behalf of SARO employees,
contractors etc. and timely issuance of TDS Certificates to Staff Members and
Service Providers (Form 16 and 16A).
e. To assist in timely finalization and
submission of statutory returns e.g. for tax deducted at source, returns for
the Registrar of Companies, returns for Reserve Bank of India, for Income Tax, for
Employees Provident fund etc.
E. Others
a. To undertake any other reasonable
duties as may be requested from time to time.
3. To build and maintain positive working
relationships with all members of staff and contacts both within and outside
the Federation.
4. To uphold the values, ethics and
culture of the organization and be an ambassador of the organization
3. RESPONSIBILITIES
a) Staff responsibilities carried out by
the job holder
As assigned for
supervision (staff and/or consultants)
b) Financial responsibilities carried by
the job holder
Responsible for
management of assigned budget and expenditure
4. EDUCATION and QUALIFICATIONS
Post graduate
qualification (Commerce / Accountancy) or Intermediate Chartered Accountant.
Any further qualification will be an added advantage.
5. PROFESSIONAL EXPERIENCE
• Minimum 10 years’ experience in
grants management,maintaining accounts, preferably in the voluntary /
development sector in developing countries,
• Experience of using global accounting
software like NetSuite, SUN system
• Thorough technical knowledge of
financial, costing and audit management and compliance requirements.
• Thorough technical knowledge of
applicable statutory regulations and compliance requirements.
6. SKILLS
• Good interpersonal and written
communication skills including ability to interact with diverse groups.
• Ability to listen, respond and relate
with respect, empathy and congruence.
• Ability to explain financial and
accounting procedures to non-finance staff.
• Analytical, problem solving and
database management skills.
• Good IT skills – ability to use MS
Office and automated financial management system/ software
• Strong organisational and time
management skills to meet deadlines.
• Rigorous attention to detail and
accuracy
• Ability to work independently and as
part of a team
7. PERSONAL COMPETENCE
• Rights-based, gender-sensitive and
pro-choice perspective
• Ability to maintain confidentiality
• Ability to prioritize and manage time
to meet deadlines
• Self-starter with ability to work
independently and as part of a team
• Awareness of and sensitivity to the
multi-cultural environment in which IPPF operates
• Willingness to travel nationally and
internationally – approximately 20 - 25 travel days a year
• Supportive of a woman’s right to
choose and to have access to safe abortion services.
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