Evidence Action Hiring For State Program Associate, Finance and Operations at Ranchi

The State Program Associate – Finance and Operations will report to the State Program Manager with a dotted line to Deputy Director – Operations at National Office. S/He is required to work in close coordination with various team members from Finance, HR and Operations teams at the National Office in Delhi.

Responsibilities:

• Execute regular tasks related to finance and as per organization s policies;
• Support State Program Manager in preparation of state budgets and monthly forecasts for state programs;
• Prepare monthly variance analysis report (budget vs actual) for all activities of each program;
• Maintenance and upkeep of the account related to office petty cash expense; verification of invoices and reimbursement vouchers, preparation of monthly expense report and related vouchers for review and approvals by the State Program Manager;
• Support the National Office finance team in smooth and timely completion of internal audit, statutory and funder audit as per the requirement;
• Check and verify the travel bills and expedite settlement of advance, prepare expense report and submit travel expense reports timely;
• Maintain office files and tracking systems for office supplies;
• Coordinate and guide the Regional Coordinators on financial compliances.
• Ensure TDS and GST compliances from vendors and other payments related to the state and assist the Delhi Finance team in these compliances

Operations

• Support the team in organizing events and meetings which includes identification and booking of facilities and equipment and performing other activities related to it under the guidance of Operations Officer and State Program Manager;
• Execute and complete the tasks related to Travel Desk Management;
• Support state team in hiring of consultants and contract management.
• Provide operations orientation on processes and policies to short term consultants and field staff as per requirement;
• Managing and maintaining the office inventories; database creation of vendors, contractors, consultants;
• Prepare and file reports, letters, memos and other correspondence as instructed by the State Program Manager and other team members and support in data upkeep and management;
• Managing and maintaining attendance, leave and timesheet records for team members, consultants to share with HR team at Delhi Office on weekly and monthly basis;
• Ensuring the adherence to all the compliances in the office and field as per the organizational policies;
• Support State Program Manager and Operations Officer at Delhi Office in timely manner and periodically preparing finance and admin related reports as per donor requirements;
• Ensure preparation and maintenance of office Fixed Assets register along with tagging;
• Managing and guiding the office assistant for daily tasks.
• Support state team on procurement and the delivery of quality products by vendors within timeline.

Program Support

• Support in preparation of SMS plan and assist in sending SMS through software.
• Support to SPC-MLE in tele calling execution, if required.
• Support SPM to review & tracking of Social media post availability and tracking at district-wise.
• Support SPM to review of existing & tracking of Supply chain mechanism (IFA & NDD drug)
• Support program team in updating program related data, trackers, contact data base, drafting letters, photographs, IEC customization as required.
• As a part of state team, carryout monitoring visits to school and ASHA for assessing program implementation;
• Assist in documentation, record keeping, language translation, program document upload in box folders
• Support to State Program Manager in compiling consultants weekly work plan for submission to government, if required.
• Tracking of field team (consultants hired at region, district and below district level) activities by developing activity tracker.
• Provide logistical support to the state team in organizing state and district level events;
• Perform all duties as assigned from time to time by the State Program Manager, coordinate with other colleagues, support to other program staff and undertake field visits as per requirement.

Qualifications, Experience and Competencies

• Minimum 3 years of experience with NGO/Not for Profit organizations in related field;
• Degree (B. Com/ M. Com/ MBA Finance) in Accounts, Finance or Commerce background
• Experience in keeping track of program expenditures in line with approved budgets and following financial policies and procedures.
• Experience in handling day to day administrative activities
• Ability to set priority and handle multiple task with ease
• Detailed-oriented and accurate in work performance
• Good communication skills in Hindi and English
• Computer skills, MS office.
• Understanding of local dialect is preferred