Finance and Administrative Officer wanted for International NGO in India

Position: Finance and Administrative Officer

Area/ Program: Project HOPE, India
India Diabetes Educator Project

Location: Delhi, India

Reports To: Country Director, India

Supervisory Responsibility: Area Coordinators (4), Office Helper, Driver



BACKGROUND:

Project HOPE is an International not-for-profit humanitarian organization founded in 1958 and headquartered in USA. As an organization with a proud history and bright future, Project HOPE offers rewarding and challenging careers in professions ranging from Health Education to Finance. With programs in over 30 countries around the world, Project HOPE offers an opportunity to employees, volunteers, and interns to gain a global perspective through clinical and/ or academic teaching experience, exposure to health issues and needs in developing countries, development of healthcare systems and research, and experience in program planning and evaluation. Fundamental to its success and the achievement of Project HOPE’s mission are its core values of integrity, excellence, respect, and compassion.

Last year Project HOPE launched the India Diabetes Educator Project (IDEP), our flagship initiative in India. IDEP is the first large scale effort to train allied healthcare professionals on Diabetes Education in India. In technical collaboration with the International Diabetes Federation, Project HOPE has developed the Post Graduate Certificate in Diabetes Education, a 6 month education program that combines distance learning with on-site interactive workshops. The trainings will be offered in partnership with leading hospitals and centers of excellence for Diabetes care in India. With an estimated 40.9 million people currently living with the condition, India leads the world in the prevalence of diabetes. IDEP offers a comprehensive and sustainable approach that will provide training in Diabetes Education to over 3,000 healthcare professionals, including nurses, nutritionists and dieticians in India. We are looking for a dynamic and experienced finance and administration professional to work as senior member of our team.



POSITION SUMMARY:

This is a senior level position. The Finance and Administrative Officer will be responsible for all financial & administrative aspects of Project Hope, India Office and its projects. This will include establishing and implementing norms and procedures in accordance with Project HOPE policies and as obligated by local laws and government guidelines.



PRINCIPAL RESPONSIBILITIES:

1. Manage and support all financial and administrative aspects of the India Diabetes Educator Project and other initiatives undertaken by Project HOPE, India Office.

2. Facilitate registration of Project HOPE, India Office maintaining regular communications with relevant legal representatives, assisting in the preparation of the necessary documents, and ensuring prompt follow up with the Government agencies.
3. Facilitate and oversee the preparation of Country specific Policies and Procedures Manual.

4. Establish and maintain immaculate systems of financial accounting, auditing and reporting in accordance with the rules and regulations of the Government of India and the internal systems of Project HOPE.

5. Prepare monthly financial and administrative reports of all programs under the umbrella of Project HOPE, India Office, submit to Country Director for review, and compile and relay these to HOPE Center. Train other staff members in preparation of their respective reports.

6. Assist in the preparation of specific monthly and annual budgets for all programs and monitor monthly/ YTD expenditures against program budgets, review variances and ensure budget control.

7. Manage and maintain all aspects related to Project HOPE bank accounts including documentation, bank communications, register all checks issued during the month, prepare monthly closing statements, prepare bank reconciliation for all programs and accounts, etc.

8. Coordinate the acquisition and procurement of office equipment, hardware, program materials, office supplies and assist with local procedures for the delivery of program materials, humanitarian aid and others as necessary.

9. Prepare and maintain an inventory of office equipment, hardware, program materials, office supplies, vehicles, etc. utilized under different projects.

10. Coordinate and manage logistical and financial arrangements for program activities including trainings, meetings, workshops, etc.

11. Visit project sites and program activities to review financial and administrative aspects and to ensure transparent and accurate financial documentation and reporting at field level.

12. Organize and manage Annual Internal and External Audits.

13. Review, update and implement office HR policies and procedures in compliance with the Indian law and oversee overall office operations to ensure a comfortable working environment.

14. Coordinate all activities related to recruitment, staff appraisals and prepare and manage contracts for staff and consultants hired by Project HOPE, India Office.

15. Develop and maintain a database of contacts/ consultants for Project HOPE, India Office, and prepare and maintain a tickler file of all contracts and agreements.

16. Ensure Project HOPE, India staff payroll is completed in appropriate timelines, and manage vacation days, compensation time, sick leave and other human resources related matters.

17. Provide daily or routine updates regarding financial and administrative matters as required by Country Director.

18. Assist with local procedures for visas, residency registration, paying taxes, fees and others as requested by the Country Director.

19. Identify additional opportunities for the organization and assist in developing new program proposals.

20. Supervise the activities of the office helper and coordinate use of the office car and driver.

21. Perform other duties as necessary and as required by the Country Director.



QUALIFICATIONS AND SKILL SPECIFICATIONS:

Must Haves:
• University degree in Financial Management/ Accounting (Preferably CA/ MBA in Finance/ ICWA). PG in Commerce with equivalent experience
• Minimum of 5 years post qualification experience in financial management, preparing and monitoring budgets, accounting and general administration
• Well versed with legal requirement of the development sector more particularly FCRA, IT Act, Registrations and other Taxation & Regulatory requirements, etc.
• Experience with Bi/ Multilateral, corporate, Foundation and Government donor-funded projects
• Experience in developing and/ implementing Policies and Procedures Manual
• Experience with Auditing – Internal, External as well as on-site auditing of partners and stakeholders
• Experience of working in a non-profit organization or NGO
• Experience with human resource issues, payroll management, etc.
• Proficiency in English language and in a second language is required.
• Excellent computer skills required, particularly Microsoft Office software and Financial/ Accounting Software packages.
• Detail-oriented and well-organized; able to manage multiple priorities; function in group and team settings; and work with a minimum of supervision and direction
• Commitment to providing high quality support and services to Project HOPE's field programs, local partners and International Office.
• Ability to undertake travel when required including out station travel
• Very responsible individual with impeccable integrity and capable of maintaining confidentiality



Preferable:
• Proficiency and/ or familiarity with Quick Book Accounting software program
• Language skills in Hindi and another local language

Note: Position description is indicative and the candidate will be working in an evolving role to develop, include and implement additional responsibilities.


COMPENSATION DETAILS: Commensurate with experience and qualifications



Third Sector Partners, a leading CxO and board search firm in the Not for Profit sector has been retained by Project HOPE for this search. Interested candidates can send in their CVs along with three references and a cover note to financeadmin.officer@gmail.com, or Contact us at: +91 22 6660 3558/6660 3559. Only short listed candidates would be contacted.

Last date for receiving applications is 27th July 2009.



Forget yourself for others, and others will never forget you.