Terms of Reference (ToR)
Consultant - Finance Assistant
Engagement Type: Consultant (Full-time)
Location: PREM Office, Mandiapalli, Gopalpur, Ganjam, Odisha
Reporting to: The President PREM and/or any Designated official
Assignment Period: Until 31st December 2026 (Further extension is subject to the requirement, performance and fund availability)
1. Organisational Background:
People's Rural Education Movement (PREM) [www.prem.org.in] is a secular, humanitarian, non-political, and non-governmental organisation working with Adivasi, Dalit, fisherfolk, and other marginalized communities across Odisha and other parts of India. PREM works closely with government departments and development partners to strengthen governance systems, promote inclusive development, and advance evidence-based policymaking.
As part of its partnership with UNFPA, PREM has been actively engaged in initiatives addressing women's empowerment, demographic challenges, and social development. Under the Mission Shakti project, UNFPA and PREM work in partnership to support the Government of Odisha in advancing women's empowerment through institutional strengthening, capacity building, and technology-enabled interventions. This partnership combines UNFPA's technical leadership and policy expertise with PREM's deep community presence and implementation experience, ensuring that initiatives such as DigiShakti training, digital systems for tracking, incentives, and accountability, and evidence-based policy support are effectively operationalized across the state.
2. Objective of the Consultancy:
The purpose of this assignment is to provide day-to-day financial and documentation support to ensure that financial transactions are accurately recorded, adequately documented, properly authorized, and processed in accordance with the PREM's financial policies, donor requirements, applicable rules and regulations.
3. Scope of Work and Key Responsibilities:
The broad scope of work and responsibilities, amongst others, include the following:
A. Financial Operations Support
• Verify supporting documents before processing financial transactions for vendor invoices, expense claims and update regularly in the payment tracker.
• Ensure all financial transactions have appropriate approvals and complete supporting documentation.
• Assist in maintaining cash book, bank book, ledger, journal, and other financial records.
• Assist with bank reconciliation and reconciliation of advances and other accounts.
• Support the maintenance of proper filing systems for financial documents, both physical and electronic.
• Ensure financial records are maintained in accordance with organizational policies and procedures.
• Coordinate with the Accounts officer, relevant consultant or vendor to resolve any queries for disbursement of activity advance & timely payment.
• Track incoming payments, follow up on outstanding receivables, process supplier payments, and perform periodic reconciliations.
• Coordinate with the Procurement and Program Teams for timely issuance of Work / Purchase Order to the Vendors.
B. Budget Monitoring and Financial Reporting
• Assist in monitoring project/programme expenditures against approved budgets.
• Support the preparation of periodic financial statements and expenditure reports.
• Assist in preparing budget-versus-actual expenditure reports.
• Identify unusual or excess expenditures and bring them to the attention of the Accounts officer.
• Support programme teams in tracking expenditure against approved activity budgets.
• Assist in the preparation of donor financial reports and supporting schedules, as required.
• Ensure timely submission of financial information for internal and donor reporting.
C. Compliance, Audit & Internal Controls
• Organize and compile supporting documentation, schedules, and vouchers for internal, external, and statutory audits.
• Assist in the preparation and filing of routine statutory returns (e.g., GST, TDS, local payroll taxes) in line with applicable regulations.
• Verify that all financial transactions comply with organizational financial policies, Standard Operating Procedures (SOPs), and approval matrix guidelines.
• Support the implementation of adequate internal financial controls.
• Assist in identifying financial discrepancies and supporting corrective actions.
• Assist in responding to audit observations, maintaining audit records, and ensuring timely closure of audit queries.
• Maintain strict confidentiality of financial and organizational information.
D. Payroll & Administrative Support
• Verify timesheets, calculate adjustments, and support the processing of monthly Consultancy fees and benefits.
• Maintain systematic digital and physical records of contracts, financial agreements, invoices, tax filings, and audit files.
• Provide finance inputs during procurement and payment processes.
• Review quotations, invoices, bills, purchase orders, and related documents from a financial compliance perspective.
• Ensure appropriate documentation and approvals are available before payments are processed.
• Coordinate with the Administration/Procurement team for timely processing of payments.
• Assist in maintaining vendor/supplier payment records.
E. Bank and Cash Management
• Assist in maintaining daily cash and bank records.
• Support the preparation of bank reconciliation statements.
• Assist in monitoring cash balances and bank transactions.
• Ensure proper documentation of cash payments and receipts.
• Assist in petty cash management and reconciliation, where applicable.
F. Other Responsibilities
• Provide financial inputs for programme planning and implementation.
• Support the preparation of financial projections and cash-flow requirements.
• Assist in maintaining donor/project-specific financial records.
• Participate in finance, programme, and coordination meetings as required.
• Undertake any other finance-related duties assigned by the supervisor.
4. Qualifications and Experience
Education:
• Bachelor’s degree in commerce, Accounting, Finance, Business Administration (Finance), or a related field.
• Candidates with M.Com, MBA (Finance), CA/Inter, CMA, ACCA, or other relevant professional qualifications will be a strong advantage.
Knowledge and Experience:
• Minimum 3 years of relevant experience in finance, accounting, or financial administration.
• Experience working with an NGO/development organizations or donor funded projects is preferred.
• Hands-on familiarity with accounting software (e.g., Tally) and computerized financial systems.
Technical Skills
• Good knowledge of accounting principles and financial procedures.
• Good working knowledge of MS Excel, Word, and other MS Office applications.
• Ability to maintain financial records and prepare financial statements/reports.
• Knowledge of budgeting, expenditure tracking, bank reconciliation, and advance management.
• Ability to review financial documentation and identify discrepancies.
• Knowledge of NGO/donor compliance requirements will be an advantage.
Competencies
The ideal candidate should demonstrate:
• Strong numerical and analytical skills.
• High level of accuracy and attention to detail.
• Integrity, transparency, and accountability.
• Good organizational and time-management skills.
• Ability to maintain confidentiality.
• Ability to work independently and as part of a team.
• Good communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Commitment to the values and objectives of the NGO.
• Willingness to travel to project locations when required.
Languages:
Fluency in Odia and English is necessary. Working knowledge of Hindi is desirable.
5. Consultancy Fees:
Commensurate with the experience and previous salary history, PREM shall pay a consolidated monthly Consultancy Fee ranges from INR 45,000/- to INR 55,000/- in full consideration for the timely and satisfactory performance of the services against the Consultant invoice, time sheet & Monthly Progress report approved by the designated authority, subject to deduction of TDS as applicable.
For any official travel (if required), PREM will additionally reimburse Travel, Accommodation and DSA against submission of claims and original invoices as per the travel policy.
6. Application Process
Interested and qualified candidates are invited to submit:
• Updated CV highlighting relevant finance/accounting experience.
• Cover letter expressing interest in the assignment.
• Details of current and expected consultancy remuneration.
• Names and contact details of two professional referees.
Applications should be submitted electronically to the mail ID- premoffice.hr@gmail.com with the Subject line – “Application for Consultant – Finance Assistant” latest by 10-Sep-2026.
Only shortlisted candidates will be contacted.
PREM reserves the right to accept or reject any application, cancel or modify the recruitment process, or decide not to proceed with the engagement without assigning any reason.
The organization is committed to equal opportunity and encourages applications from qualified candidates irrespective of gender, disability, social background, or other status.