JOB DESCRIPTION
Accounts Officer, The Union, New Delhi
1. POSITION(S) VACANT: Accounts Officer, The Union, New Delhi
2. ORGANIZATION BACKGROUND:
The International Union Against Tuberculosis and Lung Disease (The Union) is an international scientific organization headquartered in Paris, France. Established in 1920, The Union is committed to a healthier world for all, free of tuberculosis and lung disease.
The Union has been working to improve health for people in low and middle-income countries, by conducting scientific research, and working with governments and other agencies, to translate research into better health for people around the world, and delivering projects directly in the field, driving change to ensure the best quality care.
For more information about The Union, please visit https://theunion.org/
About The Project:
iDEFEAT TB - Institutional Strengthening to Accelerate Actions for TB and Drug Resistant TB in India is USAID’s flagship TB project in India. The overall goal of the project is to strengthen TB-related institutions focusing on programmatic and clinical management of patients with TB and DR-TB, thereby contributing to achievement of India’s National Strategic Plan and targets set forth at the United Nations High-Level Meeting on TB. iDEFEAT TB will be implemented by The Union-led consortium of partners.
3. JOB DESCRIPTION/ RESPONSIBILITIES:
Reporting to the Senior Manager- Finance, The Union South-East Asia (USEA) Office, New Delhi, the Accounts Officer (AO) will be responsible to ensure timely and quality completion of financial requirement to meet the objectives of the project.
The incumbent will also be responsible for accounting, reporting, compliance, and documentation for grants. S/he stays updated about the latest development in statutory laws applicable to the non-profit sector.
Key Roles and Responsibilities:
(A) Grants & Contract Management (30%)
Working closely with the Grant Officer and Accounts Manager and provide support to the partner management;
(1) Periodically visit partners and review their financial and administrative policies and procedures, identify shortcomings and train partners in such areas;
(2) Receive and review supporting documentation from partners;
(3) Prepare and submit interim and final donor financial reports to Accounts Manager for review, at least one week before the due date;
(4) Prepare and circulate monthly monitoring (expense vs. budget) report to Accounts Manager as per the set deadlines for assigned project codes;
(5) Promptly follow-up and adjust monthly and interim donor reports based on feedback from the Accounts Manager;
(6) Discuss project performance with Project Director on a monthly basis;
(7) Review monthly donor reports with the relevant managers and point out areas with financial risks in line with donor conditions for the managers to take proactive corrective action;
(8) Prepare contracts, ensure appropriate terms and conditions are incorporated; Ensure compliance with Donor’s requirements as well as applicable laws and regulations;
(9) Track all open contract actions to ensure timelines are met and attend all meetings where representation is required;
(10) Provide monthly cash flow projections for assigned grants/ projects for submission to supervisor.
(B) Documentation, Accounting and Filling (30%)
(1) Responsible for enter financial information and maintain all financial records for program and for the organization;
(2) Review and process of bills/ support document and process vouchers within due date to meet the deadline of processing payment and any others urgent payment as per the timeline defined;
(3) Ensure timely share the voucher list with Director - Finance in the standard format through email for approval;
(4) Share payment details sheet in the standard format for consolidation and bank payment transfer after the voucher authorized;
(5) Focus on voucher’s accuracy details with budget codes and use uniform/ standard narration for defined expenditure (like medical, mobile and any others);
(6) Ensure communication reached to the payee (internal/ external) on the payment made with details (at the time of transfer of the payment);
(7) Share deficiency of information on the claims submitted on timely basis to supervisor and do the necessary follow up;
(8) File serial wise vouchers (Paid and Payment date to be put on voucher/ PAID & Project stamping/ ensure all vouchers filling) on weekly basis;
(9) Update bill control registers; Information for the previous week in the control register needs to be filled up completely and the pending list to be shared with supervisor on weekly basis;
(10) Timely Process of per diem to staff/ consultant;
(11) Ensure all the financial transactions are properly authorised, recorded, have adequate support documentation, filed, maintained and easily extracted for the purpose of financial statements and audit;
(12) Check and ensure all procurement process and expenditure of the project in accordance with organisation’s procedure.
(C) Financial Reporting & Reconciliations (20%)
(1) Prepare Bank Reconciliation Statement on weekly basis;
(2) Prepare check list for monthly closure;
(3) Ledger scrutiny of staff/ vendors on periodical basis and share the updates with supervisor for further follow up;
(4) Preparation of Fund Reconciliation for Projects on monthly basis;
(5) Quarterly reconciliation of major routine vendors;
(6) Quarterly adjustment entry for GST and GST payable;
(7) Process the travel assistance and review monthly expenses and advance settlement of staff and shared updated tracking sheet (dashboard).
(D) Compliance & Documentation (10%)
(1) Ensure overall compliance for assigned grants/ projects as per agreement, including submission of reports and requirements of the donor;
(2) Maintain proper documentation related to assigned work in hard as well as soft copy;
(3) Respond to general audit queries for assigned grants projects as necessary;
(4) Assist in reviewing accounting entries for assigned grants/ projects; Review and ensure correct (category and rate) deduction of tax from all eligible payments.
(E) Others (10%)
(1) Submission of dashboard for sub awards and sub contracts;
(2) Submission of consolidated MIS Report for budget, expenditure and fund disbursement;
(3) Provide data, analysis, information, report, etc.;
(4) Perform other relevant duties as required by the Supervisor and/ or Regional Director of The Union’s South East-Asia Office.
4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:
Qualification and Experience:
(1) Bachelor’s in Commerce with minimum eight years of experience in accounts and finance Or Masters in Commerce / MBA with minimum five years of experience in accounts and finance;
(2) Prior experience of working with INGO shall be preferred.
Skills and Competencies:
(1) Strong interpersonal and presentation skills and ability to communicate at all levels of the organization, as well as with staff at remote locations;
(2) Competence in managing and analysing accounting/ financial reports and data, including proficiency in Excel;
(3) Ability to handle multiple tasks, stay focused under pressure, think strategically and implement aggressively;
(4) Result orientation with strong customer and process orientation;
(5) Ability to work independently and as a team player, in a complex, multicultural environment;
(6) Strong planning and organizing skills;
(7) Assertive with strong negotiation skills;
(8) Flexible with the ability to handle multiple tasks and work collaboratively within a matrix-oriented environment;
(9) Excellent oral and written communication, both in English and Hindi;
(10) Willingness and ability to travel as necessary (upto 40% of the time).
5. COMPENSATION OFFERED:
Gross compensation budgeted for the position is Rs. 10 lacs per annum. Please note that the offer made to the selected candidate shall be commensurate with qualifications, experience, and salary history.
6. LOCATION: New Delhi
7. REFERENCE: AO-UNION
8. CONTACT INFORMATION:
Team SAMS
Strategic Alliance Management Services P Ltd.
1/1B, Choudhary Hetram House, Bharat Nagar
New Friends Colony, New Delhi 110 025
Phone Nos.: 011- 4081-9900; 4165 3612
9. APPLICATION PROCESS:
Eligible candidates interested in the position are requested to apply using the link https://recruitment.samshrm.com/Jobs/UNION by or before August 10, 2022.
The Union is an equal opportunity employer. Qualified women candidates are encouraged to apply.