Administration and Finance Officer - New Delhi

APPLICATION PROCESS FOR THE POSTs OF ADMINISTRATION & FINANCE OFFICER

Please read the job description carefully before making your application.

Candidates wishing to apply for any of these posts should download and complete the application form and send it with a brief covering letter and a biodata to: jobsfocusindia@focusweb.org

Please note that a c.v./biodata cannot act as a substitute for a completed application form. No applications without a completed form will be considered during the shortlisting procedure.

CLOSING DATE FOR APPLICATIONS: 18th December 2011

No applications will be considered after this date.

INTERVIEWS WILL TAKE PLACE IN THE FIRST & SECOND WEEK OF JANUARY 2012.

Only successful candidates will be notified

JOB PURPOSE

▪   To ensure the smooth and efficient running of the office and programmes, their finances, equipment and activities

▪   The Administration and Finance office will take a lead in financial management, communications, office management and organising meetings and conferences but will have opportunities to be involved in other activities according to their interest and abilities.

REPORTING LINES

The Administration and Finance Officer will report to the Coordinator (India/ South Asia).  S/he will cooperate fully with the Operations Manager (Focus Head Office, Bangkok) in the establishment of systems. 

KEY RESPONSIBILITIES

Finances

▪   Assist the Programme Coordinator on budgetary and financial matters and perform related financial and accounting activities

▪   Maintain basic books of accounts to reflect accurately the current financial status and ensure detailed records are kept, timely cash management is ensured and expenditure is in line with budgets

▪   Handle all incoming and outgoing invoices and payments and manage the Focus bank account.  Liaise with bank officials as necessary

▪   Control disbursements and replenishment of a revolving fund

▪   Maintain staff salary records in liaison with the Operations Manager and ensure staff are paid on time

▪   Handle Focus’ compliance with statutory requirements on FCRA, TDS, taxation, social security, and others.

▪   Prepare financial reports for conferences/specific activities, for the country office, and for transfers from the regional office.

▪   Cooperate with the Regional Finance and Accounts Officer in the preparation of the Focus regional financial report/s.

▪   Facilitate the conduct of annual (internal and external) audit

▪   Maintain the Inventory of office assets

▪   Maintain regular communication with the Operations Manager as well as the Auditor

Administration

▪   Organise the office (diary, files, telephone and email, etc.) and act as the first point of contact for visitors, partners, general enquiries 

▪   Maintain a calendar of scheduled events including staff movements, conferences, meetings, etc. and an up-to-date list of all staff and consultants

▪   Provide logistical support for staff travel, conference organisation, etc. 

▪   Create and/or maintain an effective and up-to-date filing system

▪   Maintain relevant data bases

▪   Provide general administrative support to the Coordinator and Programme Officer, including preparation and dissemination of documents  

▪   Ensure all office equipment is in working order

▪   Promote and facilitate the dissemination of information between members of the office team

PERSON SPECIFICATION

Essential

▪       At least 2 years experience of successful financial management in an organisation

▪       Proven excellent organisational skills;  successful candidates are likely to have at least 2 years experience of running an office

▪       Ability to take initiative and manage and prioritise a large volume of complex tasks, working to tight deadlines with limited supervision

▪       Excellent communication skills and a persuasive personality

▪       Strong written and oral communications skills in English and fluency in Hindi

▪       Strong IT skills, including a good knowledge Word, Excel and Powerpoint and accounting software eg Tally

▪       Capacity to interact effectively with a wide range of people at different levels including donors, NGOs, social movements and government officials

▪       Ability to work in a multicultural setting

▪       A high level of integrity and ability to act discreetly and maintain confidentiality

▪       Energy, flexibility and resilience

▪       Proven commitment to social justice and sympathy with Focus’ vision and goals

Desirable

▪       Formal training in financial management and/or a financial management qualification

▪       Experience of working with international teams or advocacy groups

▪       Experience in planning and managing small projects

TERMS AND CONDITIONS OF EMPLOYMENT

These posts are offered on 2 year contracts.

Salary Range:  Rs. 25,000-50,000 per month, depending on skills and experience

BENEFITS PACKAGE INCLUDES

Insurance:  Health/medical insurance for the employee, their partner/spouse and children, or one parent

Paid leave:  20 days of vacation leave (a maximum of 10 days can be carried over into the first month of the following year.  Up to 15 days of sick leave.  Special leaves – compensatory, bereavement, etc. and emergency leave – up to 10 days, only on approval by the Operations Manager

jobattachment

Application form_ India Office.doc

• India