State Finance & Admin Officer
Bhopal
We are a health systems consulting organization dedicated to strengthening public health outcomes across India. We partner with government agencies, healthcare providers, development organizations, academic institutions, and funding partners to address complex public health challenges through practical, evidence-based solutions.
Our work spans health systems strengthening, primary healthcare, digital health, environmental health, mental health, nutrition, and emergency response, with a strong focus on improving the health of women and children. Combining technical expertise with implementation experience, we help partners translate strategy into measurable impact.
Operating as a professional consulting organization, we deliver high-quality advisory and implementation support with agility, rigor, and a commitment to sustainable health outcomes for communities across India.
Provide day-to-day accounting, administrative, procurement and logistical support to the State office and programme teams. Maintain accurate records in Tally, check and submit supporting documentation for central payment processing, coordinate procurement and office operations, and maintain asset and inventory records. Payment processing and organisation-wide compliance activities will be managed centrally by the Head Office.
Key responsibilities:
1. Accounting and financial documentation:
• Maintain day-to-day State office accounting records in Tally, including vouchers, ledgers and project-wise expenditure, as applicable.
• Check invoices, bills, receipts, travel claims and expense documents for completeness, appropriate coding and required approvals.
• Prepare and submit payment documentation to the Head Office for central review and processing. Payments will not be independently processed or released at State level.
• Coordinate staff and programme advances, check supporting bills and follow up for timely adjustment and liquidation.
• Maintain petty cash records, where applicable, and submit reconciliations and replenishment requests.
• Track outstanding bills, advances and vendor invoices and share updates with the Head Office.
• Provide records and clarifications for bank/account reconciliations, staff settlements and project closure as requested.
2. Procurement and vendor coordination:
• Coordinate procurement requests for programme activities and State office operations in accordance with the procedures.
• Obtain quotations and supporting documents, prepare comparative statements and submit requests for review and approval.
• Prepare purchase orders within delegated limits, where applicable, and track requests, approvals, orders and deliveries.
• Coordinate with vendors to ensure timely delivery of goods and services and maintain procurement records.
• Maintain vendor details and coordinate local service providers, including hotels and transport, as required.
• Maintain service contract records and flag upcoming expiries or renewals to the Head Office.
3. Administration and programme logistics:
• Manage routine State office administration, including housekeeping, security, pantry, maintenance, stationery, telephone and other facilities.
• Maintain lease, service arrangement and administrative expense records.
• Monitor office supplies, maintain stock records and coordinate replenishment.
• Arrange travel, accommodation, transport, venues, catering and materials for field travel, meetings, workshops and programme activities.
• Provide administrative and logistical support to programme teams for approved activities.
4. Asset and inventory management:
• Maintain an updated register of office assets, including IT equipment, furniture and other organisational property.
• Record asset allocation, movement, transfers and returns and maintain issue and handover/takeover documentation.
• Support periodic physical verification, reconcile asset records and report discrepancies to the Head Office.
• Maintain records of asset repair, maintenance and replacement for inventory purposes. Technical IT support is not part of this role.
5. Documentation and coordination:
• Maintain organised financial, procurement and administrative records and provide documents to the Head Office when requested.
• Follow org policies, approved budgets and delegated authority when preparing transactions and procurement requests.
• Coordinate with programme teams and the Head Office to resolve documentation gaps and operational issues.
• Support audits by providing State-level records and clarifications when requested.
• Undertake other related duties assigned by the Associate Director – Finance.
Key competencies:
• Working knowledge of accounting, Tally and basic MS Excel.
• Good documentation, organisation and follow-up skills.
• Understanding of invoices, expense claims, advances and procurement documentation.
• Strong coordination and communication skills and attention to detail.
• Integrity, confidentiality and accountability.
Qualifications and experience:
• Bachelor's degree in Commerce, Finance, Accounting, Business Administration or a related discipline.
• Approximately 4–6 years of relevant experience in accounts, administration or procurement; NGO or donor-funded project experience is desirable.
• Experience using Tally and MS Office is preferred.
The Company is an equal opportunity employer. All qualified applicants will receive consideration for employment
without regard to race, ethnicity, gender, religion, disability, or any other protected characteristic. Women candidates and candidates from underrepresented groups are strongly encouraged to apply.
Interested candidates are requested to share their updated resume along with a cover letter at the following email
address : publichealthconsultancy9@gmail.com