Finance and Administration Assistant
- Defeat Ncd India
- 3 - 5 years
- Mumbai
- 8 days ago
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Job Description
Terms of Reference (ToR)
Position Title: Finance and Administration Assistant
Location: Mumbai, India
Duration: Full-Time, Initial Contract of 1 Year (with possibility of extension)
Reports To: Finance and Compliance Specialist
Remuneration
(CTC basis): Hiring range: INR 50,000-75,000 per month, depending on qualification and experience)
ABOUT DEFEAT-NCD INDIA FOUNDATION:
Defeat-NCD India Foundation (DNCD-I) is a not-for-profit charitable organisation, registered under section 8 of the Indian Companies Act, 2013 (18 of 2013). The foundation is set up as the practical response to the widespread call for action on non-communicable diseases (NCD). The Foundations activities focus on assisting low resource countries to scale-up action on NCD through: (i) national capacity building; (ii) community scale-up of NCD services; (iii) affordability and accessibility of essential NCD supplies; and (iv) financing for country-level NCD programming. In achieving its mandate, the Foundation works with governments, multilateral agencies, civil society, academia, philanthropies, and the private sector. The Foundations efforts are aimed specifically at SDG 3.4 i.e. the reduction by one-third of premature mortality from NCD through prevention and treatment.
NCD and poverty are strongly inter-connected, and the SDGs also drive the Foundation's principal values, especially that of equity through aiming to "leave no one behind" and proactively reaching out to the most needy and vulnerable.
Overall Job responsibilities:
- Providing efficient Financial and Administrative support to the programmes and projects implemented by the (DNCD-I).
- Maintaining the integrity of the Financial and Budgeting data of the programmes and projects and thereby ensuring optimal and sufficient funding allocation to meet objectives of Programme Units.
- Support the maintenance of the corporate accounts of (DNCD-I), preparation of its Financial Statements, including the periodical reporting to the donors.
Specific functional responsibilities:
The Finance and Administration Assistant will be responsible for the following duties:
A. Financial and Accounting:
- Ensures all DNCD-Is financial transactions are recorded and accounted for effectively, efficiently and in accordance with the financial rules and regulations, by:
- Initiates project closures after conducting reviews, clears fund balances and implements grant closures as per policies.
- Regularly checks the level of income and expenditures records flagging funding gaps, recommends appropriate actions for the projects with actions as required.
- Preparing deposit applications and invoices based on donor agreements and requirements of programme / project units.
- Preparing and monitoring commitments (encumbrances), including initiation of required setups of information in the ERP related to projects, donors, personnel, vendors, implementing agents etc.
- Preparing budget utilization statements and preparing budget performance reports
- Checking for the completeness of supporting documents and verifying all the required approvals, certification of receipts of goods/services etc for the completeness and preparing payment vouchers.
- Recording utilisation, reconciling and initiating replenishment of the monthly imprest accounts for DNCD-Is field offices and workshop imprest accounts
- Maintaining staffing tables and monitoring the funding availability for ongoing monthly payroll / payment requirements.
- Monitoring the contracts of consultants under the assigned projects / units and making payments in accordance with the signed contracts.; monitoring the end dates of contracts for the due diligence required for settlements / clearances for the final payments.
- Reviewing the quarterly status of unliquidated obligations (POs) and take appropriate actions in coordination with the programme/ unit managers.
- Undertake monthly bank reconciliations and take corrective actions for unreconciled items.
- Timely and periodically reviewing accounts for accuracy and completeness in the posting of entries in the General Ledger
- Undertake monthly bank reconciliations and period reconciliations of various accounts (including accruals)
- Supporting the preparation of DNCD-Is Financial Statements, responses to audit requirements, drafting related communication and proposing corrective actions to address audit recommendations.
B. Administration and Compliance:
- Responsible for a range of administrative workflow processes and thus ensuring speed, accuracy, quality and consistency by:
- Assisting in the processes required to recruit personnel for DNCD-I, as per the Human Resources (HR) procedures and requirements.
- Supporting programme personnel with the maintenance and retrieval of key information from databases and other sources; ensuring relevant documents and records are filed systematically and consistently according to agreed internal standards to facilitate teamwork.
- Serving as primary liaison with service providers to ensure that the office facilities are in good order, including office supplies, equipment maintenance, leases, insurance, and vendor management.
- Assisting the programme / project managers in carrying evaluations in the procurement of goods and services
- Maintain the DNCD-I compliance calendar as it relates to projects and country office; and assist in meeting all the required compliance requirements.
- Keeping up to date with all new developments of policies, rules and tools regarding budgeting, financial management and accounting, HR, procurement, and travel; Consulting as necessary with internal and external stakeholders.
- Working closely with programme/ project personnel by providing support with the organisation of travel missions that require significant review, preparation, settlement of claims and reporting.
- Assuming the responsibility for the logistics to ensure the events are delivered to high standards and stakeholder satisfaction.
- Performs other duties as maybe assigned from time to time.
Results Expected: Demonstrates effective Finance and administrative office support requirements for DNCD-I. Provides timely tracking and monitoring of processes. deadlines and undertakes appropriate follow-up actions, etc. Demonstrates initiative in identifying and resolving problems in the context of work assignments and functions. Discretely handles highly confidential and sensitive matters. Appropriately applies relevant policies, guidelines, procedures, and processes. Effectively functions as a key communications link and liaison with a broad range of internal and external contacts.
COMPETENCIES:
- Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style, and format to match audience; demonstrates openness in sharing information and keeping people informed.
- Teamwork: Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts by final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within the prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; takes responsibility for delegated assignments; takes personal responsibility for his/her shortcomings and those of the work unit, where applicable.
- Client Orientation: Considers all those to whom services are provided to be clients and seeks to see things from clients point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to the client.
- Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; shows a willingness to learn from others; seeks feedback to learn and improve.
- Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows a willingness to learn new technology.
QUALIFICATIONS:
1. Education:
- First degree in accounting and commerce. Additional education towards an accounting certification from a national regulatory accounting body or significant progress towards attaining one, will have a distinct advantage.
- Knowledge of Accrual accounting system.
2. Experience:
- 2-3 years of experience in budgeting, accounting, finance and administration, preferably in the field not-for-profit organization. Experience in CSR funded activities will be a distinct advantage.
- Experience in performing finance and accounting functions in an ERP system.
- Advanced proficiency in the use of MS Excel, including for modelling purposes, as well as experience in the usage of Microsoft Office software packages and handling of web-based management systems is essential.
- Strong organizational and planning skills, with the ability to coordinate effectively across the organizations entities.
3. Language requirements:
- Fluency in written and spoken English is required.
- Excellent written and verbal communication skills .
Note: The candidate should be eligible to work in India.
APPLICATIONS : Send your CV and a motivation letter explaining how you think your skills and experience make you a strong candidate for this position to in**a@de*******d.org quoting the subject line : Finance and Administration Assistant - Mumbai
Deadline for applications: 28 February 2026. Candidates are encouraged to apply as early as possible. Applications will be received and evaluated on a rolling basis and the recruitment process may close early if we have enough suitable applicants.
Only short-listed candidates will be contacted
Job Classification
Industry: NGO / Social Services / Industry AssociationsFunctional Area / Department: Finance & AccountingRole Category: Finance & Accounting - OtherRole: Finance & Accounting - OtherEmployement Type: ContractContact Details:
Company: Defeat Ncd IndiaLocation(s): Mumbai
Keyskills: Administrative Support Finance And Accounts Compliance Management
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