Job Description
Job title: Accounts & Admin Officer
Unit: Organisational Support
Reports to: Manager-Finance, HR & Admin
Location: Kolkata, West Bengal
Per month: (40000 to 50000)
Email CV to -careers@vaani.in
About VAANI Deaf Children's Foundation
VAANI Deaf Children’s Foundation is a leading organisation committed to empowering children with hearing impairment through education, skill development, and inclusive programs. Our Higher Education Academy in West Bengal provides opportunities for deaf youth to pursue higher education and develop professional skills in a supportive environment.
Role Overview
The Accounts & Admin Associate plays a critical role in managing the financial and administrative operations of VAANI Deaf Children's Foundation’s Higher Education Academy in West Bengal. This position is responsible for overseeing day-to-day financial management, including budgeting, accounting, financial reporting, and compliance, while also handling key administrative functions.
The Accounts & Admin Associate ensures the efficient use of resources, supports the organisation’s mission to empower deaf children and their families, and acts as a strong support system for the Manager – Finance, HR & Admin. The role requires proficiency in accounting software such as Tally, strong administrative coordination skills, and excellent communication in English, Bengali, and Hindi.
Main duties:
Key Responsibilities:
Accounts & Finance:
• Maintain day-to-day accounts and bookkeeping using Tally and other accounting software. Managing petty cash, employee reimbursements
• Manage accounts payable and receivable, invoices, and expense reimbursements.
• Prepare monthly financial reports and statements, and maintain proper documentation for audit purposes.
• Matching bank statements with internal records to ensure every rupee is accounted for.
• Organizing vouchers and documents for internal or statutory audits.
• Deducting the correct TDS on rent and professional fees, and ensuring timely filing.
• Support budgeting and tracking of financial resources for the academy.
Administration:
• Manage office administration, including procurement, office supplies, record-keeping. and maintaining an asset register.
• Coordinate internal and external meetings, travel arrangements, and correspondence.
• Ensure smooth functioning of the academy, maintaining a professional and organised environment. Acting as the point of contact between the management, staff, and external vendors.
• Assist in HR-related administration, such as staff attendance, leaves, and records.
Compliance & Reporting:
• Ensure compliance with internal policies and statutory requirements.
• Maintain confidentiality of sensitive financial and administrative information.
• Support the Program Manager in preparing reports and documentation for donors and stakeholders.
• Decisions:
• Financial Strategy: Developing and implementing financial strategies to ensure the organisation's financial sustainability and growth. This involves making decisions related to budgeting, fundraising, investments, and financial planning.
• Budget Allocation: Allocating financial resources effectively across various programs, projects, and operational expenses based on organisational priorities and objectives.
• Compliance and Governance: Ensuring compliance with relevant laws, regulations, and accounting standards, such as the Companies Act, 2013, tax laws, and other statutory requirements. This includes overseeing internal controls, financial reporting, and audits.
• Human Resources Management: Making decisions related to recruitment, staffing, and talent management to build and maintain a skilled and motivated workforce. This may involve decisions on hiring, training, performance management, compensation and benefits.
• Organisational Policies: Developing and implementing HR policies and procedures, as well as administrative policies and systems, to support effective operations and compliance with legal and regulatory requirements.
• Risk Management: Identifying, assessing, and mitigating financial and operational risks that may impact the organisation's performance and reputation. This includes decisions on risk tolerance, insurance coverage, and contingency planning.
• Technology and Systems: Evaluating and implementing financial and HR systems, technologies, and tools to streamline processes, enhance efficiency, and improve data management and reporting capabilities.
• Strategic Planning: Contributing to the development and execution of organisational strategic plans, goals, and initiatives. This involves aligning financial and HR strategies with overall organisational objectives and priorities.
• Stakeholder Engagement: Building and maintaining relationships with internal and external stakeholders, including donors, government agencies, vendors, and partners. This may involve communication, negotiation, and collaboration to support the organisation's mission and objectives.
Resources Responsibility:
• HR and Accounting Software
• Petty Cash
• Bank transaction passwords
• Digital keys of important decision-makers
• Physical resources – Laptop/Desktop, Hard Drive, Pen Drive
• Qualifications & Experience:
• Bachelor’s degree in Commerce, Accounting, Business Administration, or related field.
• 2–4 years of relevant experience in accounts and administration (preferably in the NGO/educational sector).
• Proficiency in accounting software such as Tally, MS Excel, and other office tools.
• Good understanding of accounting principles, financial reporting, and administrative processes.
Organisation Skills :
• Time Management: Effectively prioritising tasks and managing time to meet deadlines and handle multiple responsibilities simultaneously.
• Planning and Coordination: Developing strategic financial plans and coordinating resources to achieve organisational goals and objectives.
• Attention to Detail: Maintaining meticulous attention to detail in financial records, reports, and analysis to ensure accuracy and compliance.
• Prioritisation: Identifying key financial priorities and allocating resources accordingly to achieve optimal outcomes.
• Task Delegation: Delegating tasks and responsibilities to finance team members based on their expertise and workload capacity.
• Problem-Solving: Identifying financial challenges, analysing root causes, and developing solutions to address issues efficiently.
• Communication: Effectively communicating financial information and recommendations to stakeholders, including senior management, board members, and external partners.
• Adaptability: Adapting to changes in the financial landscape, organisational priorities, and industry regulations to ensure agility and resilience.
• Record-Keeping: Establishing and maintaining organised financial records, files, and documentation for easy retrieval and reference.
• Collaboration: Collaborating with cross-functional teams, including HR, program management, and operations, to align financial strategies with organisational objectives.
• Compliance Management: Ensuring compliance with financial regulations, accounting standards, and internal policies to mitigate risk and maintain integrity.
• Continuous Improvement: Continuously seeking opportunities to improve financial processes, systems, and workflows to enhance efficiency and effectiveness.
Environmental demands :
• Considering the role's requirement for travel, it's essential to align with the organisational travel policy while prioritising personal safety measures. This includes thorough planning and adherence to established guidelines to ensure safe and efficient travel arrangements.
Other essential requirements:
• Excellent interpersonal and communication skills to build and maintain effective relationships with internal teams, external partners, and regulatory authorities.
• High ethical standards and integrity in financial and administrative practices, ensuring transparency, accountability, and compliance.
• Willingness for continuous learning and professional development to stay updated on industry trends, best practices, and emerging technologies.
• Flexibility to work on weekends or organisational holidays occasionally, as needed.
• Strong organisational, multitasking, and time management skills.
• Proficiency in written and verbal communication in English, Bengali, and Hindi.
• High degree of accuracy and attention to detail.
• Ability to work independently and collaboratively as part of a team.
• Familiarity with NGO accounting practices is an advantage.