Assistant Manager Finance – Dettol School Hygiene Education
(Jagran Pehel – A CSR Division of Shri Puranchandra Gupta Smarak Trust)
Job Description:
Post Title: Assistant Manager Accounts
Project Title: Dettol School Hygiene Education
Duty Location: Uttar Pradesh (Lucknow)
Project Duration: 1 year
Reporting to: National Program Manager
ABOUT JAGRAN PEHEL
Jagran Pehel-A unit of Shri Puran Chandra Gupta Smarak Trust, also referred to as Jagran Pehel, is an Indian registered not-for-profit organization that is constantly striving to advance welfare and development for children and equality for all girls and women in India. Through its grassroots social development work, Jagran Pehel seeks to create lasting impact in the lives of poor and vulnerable children, their families and communities, by gender transformative child-centered community development.
Since 1996, Jagran Pehel has improved the lives of millions of children and young people by enabling them to access and benefit from the safety nets and schemes of the government for child protection, quality education and healthcare services, healthy environment, livelihood opportunities and participation in community development. To know more about Jagran Pehel, visit www.jagranpehel.in
SUMMARY OF THE OVERALL JOB
Under the supervision of Head– Finance and Compliance, the position is responsible for the management of the overall accounting and controllership function of the organisation. It entails implementation of Jagran Pehel’s accounting systems and processes as well as preparation and review of the periodic accounting and financial statements in adherence to the statutory compliance requirements. The position is also responsible to lead and ensure all statutory compliance, managing Audits (Statutory and Internal), fund management, Risk Management and Due Diligence of systems, controls and processes. The position is also responsible for monitoring the departmental budgets for Jagran Pehel and its partners, and submitting financial reports in the required formats. This position will also ensure that accounting systems are appropriate, accessible and effective.
KEY FUNCTIONS / RESPONSIBILITIES
ACCOUNTS MANAGEMENT & REPORTING
• To manage expense accounting (accounts payable), Income accounting (accounts receivable), fixed asset accounting, general accounting, month-end and year-end close processes.
• Overall management of field finance function: ensure proper accounting (account payable function) and utilization of Jagran Pehel funds.
• Provide technical assistance to staff and grantees on administrative policies and procedures for finance and grants management, including sub-grantee on financial accounting, reporting, procurement, and other compliance practices associated with the program.
• Execute financial review and monitoring, on-site-data-validation and provide technical assistance to the field finance and partner organizations
• Ensure the verification, approve payment requests and fund requests submitted by the vendors and partners
• To provide support in the design of and ensure adherence to Financial protocols, scheme of delegation, and SOPs for the function
• To Manage all aspects of financial controllership work and relationships including audits, banking, MIS, as required
• To streamline accounting procedures for sound business practices and strong internal control in the SAP
• To keep abreast with the Jagran Pehel’s financial systems and procedures, chart of accounts, policies, DOA and seek authorizations and approvals for any kind of deviations/ variances
• To ensure timely processing and payment of salaries/ Consultancy fees and related benefits in line with organizational approvals and norms and statutory requirements.
• To review the Trial balance and Balance Sheet regularly and coordinate for its timely audit to ensure compliance with the statutory requirements.
• To consolidate and review various monthly/ quarterly/ yearly financial/accounting reports, program versus admin cost ratios etc. and ensure they are as per the approved financial/ accounting standards, procedures and regulatory requirements.
• To submit monthly/ quarterly/ yearly reports to the Regional in the approved formats
BUDGET MANAGEMENT
• To ensure that all financial transactions are as per the approved budgets
• To review under guidance of the Head-Finance & Compliance the monthly regional Financial Results and discuss implications of periodic financial trends and results of analysis with the Programme team
• To monitor the budgets.
• To recommend corrective action in case of variances between Actual costs/ expenses vs. Budgeted costs/ expenses
• Support to senior management team on the budget and forecast preparations and revisions;
• To provide decision making support to the Head – Finance and Compliance and Program Directors on approving corrective action in case of variances between Actual costs/ expenses vs. Budgeted costs/ expenses.
• Support Program and Resource mobilization team in preparation and review of the financial budgets during proposal submission and MOU finalization stages.
• Manage overhead cost/management cost recovery process to grants and overall overheads budget and actuals.
TREASURY AND FUND MANAGEMENT
• To ensure proper financial management of the grant projects in adherence to the Jagran Pehel’s financial reporting procedures and compliances
• To ensure that adequate amount of funds is available as per the approved programme budgets and organizational requirements
• To ensure proper management of cash flows for grants provided by NOs/ Local Donors
• To ensure that funds are disbursed to the Jagran Pehel partners/Vendors as per the contractual obligations, scheduled timelines and approved budgets
• To ensure that all funds disbursed to the program units and NGO partners are recorded and updated properly in the control cum tracking file
• To lead capacity building of relevant program and finance staff for proper utilization of funds and effective financial management in accordance with the organizational norms
• To ensure that daily bank balances are kept at the optimum level
• To track and prepare monthly detailed cash flow statements
• To handle all banking, fund related, signatory related matters
COMPLIANCE & AUDIT Compliances
• To ensure that all financial and accounting transactions at Jagran Pehel are compliant with the laid-out rules and regulations (FCRA, Society Act, Income Tax, RBI Rules, PF, ESI, Professional tax, Gratuity etc.)
• To manage all statutory and tax filings, returns and payments on a timely basis with expected adherence to the processed defined by the regulators.
• To ensure that Jagran Pehel adheres to all kind of tax related compliances applicable to the organization
• To ensure compliance on legal matters concerning FCRA and other government regulations
• To ensure that all tax assessment notices/ issues are addressed and resolved in a proper and timely manner
• To conduct scheduled and unscheduled audit checks on proper implementation of different current Policies and processes
• Keep abreast of regulatory environment and inform the management team about any changes/ new regulatory requirements and its implications.
• To ensure that anti-bribery and anti-corruption policies are followed stringently and are updated as per best practices in the sector.
• To develop/drive adoption of Financial Risk Management policy and enabling systems and software
• To monitor financial risks and review controls on on-going basis and take corrective actions, as required
Audits
• To drive execution of audit plans in accordance with the accepted standards
• To ensure a high degree of accountability and transparency in the financial standards of the organization.
• To manage and ensure timely completion of all audits (statutory, partners, donors and internal)
• To ensure closure of audit findings with the auditors and Head– Finance and Compliance.
• To review Action Taken Reports with Head – Finance and Compliance.
• To ensure that required support is provided by the team for Regional/ Global audits
TEAM MANAGEMENT AND LEADERSHIP
• To ensure capacity building of the corporate and field finance team for meeting the financial compliance requirements for the projects managed
• To address the skill development needs of the team members and lead capacity building for the team to ensure efficient financial management
• To strengthen inter-team communication, stimulate good team dynamics and resolve internal issues as required
• To address the skill development needs of the team members and lead capacity building for the team to ensure efficient accounts management
• To conduct performance appraisal of the team members and build their capacity for their job.
• Drive process improvement and digitization initiatives in the finance domain and foster culture of quality and efficiency in the team
EDUCATION AND EXPERIENCE
• Professional qualification in accountancy (Chartered Accountant / Cost Accountant) is a must.
• Minimum 10 years of working experience, with at least 5 years at managerial level (team handling experience) and engaged in financial management in large-scale development sector organisation with both Foreign and Non-Foreign Currency funding’s (sound knowledge of FCRA regulations)
• Proven ability at overseeing controllership functions, managing teams, donors and government regulators.
• Excellent oral and written communication skills in English and working knowledge of Hindi.
• Sound computer skills including use of Internet and MS Office™ software (proficiency in use of Excel) and ERP software (SAP knowledge is preferable).
• Experience in driving innovation, best practices adoption and process improvements