Program Operations (Direct Implementation)

Role & responsibilities

You will be part of the Direct Implementation team in the region. We are looking for someone who is highly motivated to deliver on systems compliance and committed to working in an independent and efficient manner.

Key Roles and Responsibilities:

The job roles & responsibilities include, but are not limited to the following only:

Coordination with HR & Admin and Consultants management: -

• Coordinate with HR once the funding is approved and granted by filling out the Requisition form for recruitments.
• Preparing the Interview schedule and document check.
• Share the list of selected candidates with HR at least 15 days prior to the starting date of the project.
• Collection of all KYC documents from the candidates
• Coordinating with HR for issuing the Consultancy Contract letter
• Vetting the Contract agreement letter and sending it to the consultants
• Follow up with the consultants for acceptance of the consultancy agreement letter, KYC documents, TDS Declaration, Vendor code form( word and Excel file)
• Scrutiny of Vendor code forms as per the legal documents
• Sharing the KYC documents, TDS Declaration, Vendor code form, consultancy agreement letter and acceptance letter from each consultant with HR and Finance
• Liasion with Finance team for creating Vendor code
• Support Program PO for preparing sanction note, RC approval pertaining to DI only.
• Coordination with Admin for Logistic support for regional and inter-regional workshops.
• Monitor and follow-up with HR for renewal of consultancy agreements, rent agreements, etc. as per timelines.

Quarterly / half-yearly and annual reports

• Uploading of all photos / documents / Reports into folders / Donor folders / Spreadsheets.
• Coordination with On-ground team for quick settlement of payments for annual closure.

Financial management in the FMS platform

• Prepare monthly fund requisition of DI projects in region in consultation with program team and share consolidated statement with Finance and Grant Manager.
• Follow up with the state / district coordinator in the Direct Intervention project/individual consultant for Monthly work accomplishment report and invoices for processing of consultancy fees.
• Scrutiny of the invoices, travel claims and Monthly work accomplishment reports from DIs.
• Process invoices after approvals and raise payment vouchers in the FMS in coordination with Finance.
• Provide any clarifications required to Finance with regard to bills and vouchers.
• Coordination with Finance and ensuring consultancy fees transfer to the consultants account
• Raise advance requisition for DI projects, if needed.
• Settlement of all monthly expenses pertaining to DI programmes at field level by coordinating with DI field teams and Finance.
• Initiatives creation in close coordination with Accounts
• Approval of expenses as per the Authorization Matrix in coordination with PO.
• Donor External Audit (Program) - Collation of all required documents in coordination with program team & sending it to Audit team.
• Donor External Audit (Finance) - Collation of all required documents in coordination with program and finance team & sending it to Audit team.
• Coordinate with DI field teams and get the asset verification as per the frequency suggested by Finance.
• Undertake any other work as assigned by the manager.

Procurements - Vendor and administrative management

• Follow-up with Admin on approved procurement requests.
• Collaborate with Finance for vendor code creation.
• Prepare Purchase Order as per the DI-SOPs.
• Ensuring proper Invoice, challan from the Vendor.
• Examine the Invoice and generate FMS voucher for advance payment in collaboration with Finance.
• Coordination with BZ for shipping, if dispatched from regional office.
• Settle the final bill as per DI SOPs authorization matrix.
• Track the materials dispatched to DI locations and ensure delivery of the materials.
• Follow up with DI field teams for collection of receipt / acknowledgement copy of the materials received.
• Coordination with on-ground team for distribution, documentation, photographs, distribution list, payments etc./ service agreement.
• Closing of all payments, invoices, bills, supportings with PO & Finance
• Collect and consolidate Closure report for all procurements.
• Submission of the closure report.

Coordination with IT

• Follow up with PH/SL for IT asset /email requisition for the consultants
• Coordination with regional IT for ensuring IT assets, e mail etc.
• Ensuring IT support to concerned field consultants and field offices in collaboration with regional IT persons.

Preferred candidate profile

• Excellent organisational skills, ability to multi-task, and the ability to work well in a team.
• Good oral, written, and interpersonal skills.
• A team player who is supportive, flexible and ready to take initiative and ensure that the tasks are completed on time

Qualification and Work Experience:

• Minimum of one to two years of professional experience in admin and accounts, handling back office data work, sales and marketing support or accounting
• Experience and proficiency in operating excel and accounting software, data entry, preparation of data-based reports, handling of bills and vouchers.
• Good written and oral communication skills