Manager (Finance, Administration & HR)
- Sustainable
- 5 - 10 years
- Gandhinagar
- 5 years ago
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Job Description
Job Title: Program Support Manager
Areas of Expertise: Finance, Procurement, Admin, HR & IT Support
Location: Gandhinagar, Gujarat
Experience: 5 to 15 Years
Salary Package: 9 Lakhs to 10.5 Lakhs Per Annum (Depending on Experience & Exposure)
We are Hiring a Manager Program Support (Gujarat) for our Not for Profit Client who are is an International not-for-profit, exclusively committed to eradicating child undernutrition, not-for-profit organisation working in India for over 68 years, focusing on alleviating poverty and social injustice. We do this through well-planned and comprehensive projects in health, education, livelihoods, and disaster preparedness and response.
About the role:
The Program Support Manager (PSM) is a key position which services and facilitates all the program work for the project. The position is expected to provide effective and satisfactory support to the program operations without sacrificing compliance with laid down policies, systems, and procedures. The PSM is expected to be both responsive and proactive to operational requirements with an ability to plan the work of program support & provides support to the Chief of Party in maintaining good relationship with external stake holders.
Education and Experience required
- Masters degree in one of the disciplines: Finance or HR
- At least five years of progressively responsible professional work experience in leading finance, HR, Logistics or Administration aspects of large-scale projects or programs
- At least 2 years experience in a managerial position, handling multiple functions, including supervision of other staff covering most of the areas mentioned.
- Experience of working with international development agencies at state or
national level is desired
- Familiarity with state of art tools and practices in finance, HR, Logistics and
administration
Skills & Competencies
- Financial Management skills
- Ability to plan and organize a substantial workload that includes complex, diverse tasks and responsibilities.
- Liaison and representation skills
- Problem solving, decision making and delegation skills
- Leadership skills, including the ability to supervise and motivate staff effectively
- Ability to coach, mentor and provide guidance
- Team building skills
- Familiarity with development sector procedures and practices preferred
- Excellent interpersonal, communication and presentation skills, and ability to
- work seamlessly across levels
- Demonstrated learning agility, pro-activeness, and openness to embrace new
- technologies at work.
- Ability to function effectively as a team member and respect diversity in a team
Compensation: Between 9,00,000 to 10,50,000 INR CTC per Annum, basis experience and expertise.
Language Proficiency:
- Fluent in spoken and written English, Hindi and working knowledge of Gujarati language
Travel: Moderate to High (25-40% of the Time for meetings and location visits)
Application Procedure:
Apply using the Form Link: https://forms.gle/Ji5TrB6rJKdut15n8
Fill in the form and upload your resume
Primary Responsibilities:
The PSM will be an all rounder managing areas of Finance, Procurement, HR, Admin, and IT Support. The role includes, but is not limited to:
1. Finance
The PSM is responsible to supervise the finance function for the project. The following is an illustrative but not exhaustive list of tasks under
this head:
- Ensure availability of Project SoP, its understanding by project staff and its implementation.
- Supervise Finance staff and ensure financial transactions are recorded in line with systems requirements (e.g. Tally/ERP) in timely fashion, without transgressing access rights
- Adherence to the CISSD Finance RACI Matrix monthly including statutory/regulatory compliance (eg FCRA, Income Tax etc.), Month Closing, Vendor reconciliation, Bank reconciliation etc are strictly followed in a timely manner.
- Assume responsibility for funds availability and liaise with the org for fund requisition and timely submission of due expenditures for past remittances.
- Manage receivables and payables in line with orgs harmonized guidelines and risk management procedures.
- Reviews sub-ledger accounts Receivables / Payables and ensures that transactions are correctly recorded in the system.
- Oversee monthly closing, ensuring all transactions for the month are recorded without carry over and deadlines set by Org are met In coordination with program, engage in timely preparation/execution of budgets
- Ensure accurate and timely release of salary to staff.
- Oversee the changes in salary and maintain the consistency with HR records at HQs of the org.
- Monitors utilization of funds by org appointed NGOs in line with contractual arrangements and complies their financial records.
- Supervises the proper maintenance of financial records of the project in line with legal and HQ requirements.
- Ensures safe and timely archiving and accessibility at all times especially at the time of audits.
- Monitors performance of activities under project / program in financial terms and analyze them vis--vis budgets, forecast, donors and organizational constraints and other internal and external changes.
- Develop and implement MIS to bring potential and real financial issues, risks and opportunities to the attention of senior management.
- Actively engage in MIS analysis and provide support to the Program Team for resolution and accomplishment.
2. Procurement
The PSM is responsible to supervise the Procurement functions in the project.
Illustrative tasks are listed under this heading:
- Supervise the procurement function to provide complete integrity and transparency in the way vendor lists are maintained, enquiries sent and orders placed, so that the best value is obtained and requirements of the requestors are met in cost effective and timely fashion.
- Ensure timely and accurate payments to vendors as well as keep track of lease and other legal documents for their timely renewals
- Ensure availability and understanding of Orgs harmonized guidelines and procedure in procurement.
- Provide guidance to staff on systems requirements and oversee functionality efficiency for quick turnaround.
- Develop of MIS for various analysis for best buying practices and process efficiency.
3. Administration:
The PSM is responsible to supervise the Administrative functions in the State/Program office. Illustrative tasks are listed under this heading:
- Ensure availability and understanding of Orgs harmonized guidelines and procedures in Administration, e.g. Procurement, Property, Vehicle Administration, Safety & Security, General Administration.
- All assets / property items procured / already in possession are properly accounted for and insured as per the policy requirements. Periodically review the AMCs (Pest control, Computers and UPS, ACs, Telephone/Fax etc.) and keep them alive at all times.
- Manage the vehicle administration activity to ensure proper upkeep of Vehicles, cost optimization, proper maintenance and usage as per Orgs harmonized guidelines. S/he must ensure proper recording of logbooks to have complete transparency in its usage. Timely insure all project vehicles as per established procedures.
- Oversee the proper upkeep and maintenance of office premises and working facilities like telephone system, photocopying machines, and furniture to provide the best possible physical environment for staff to discharge their duties.
- Manage the logistics of important visitors to the project as required by operations.
- Ensure all functional safety measure in office against fire, theft etc. are in place to ensure safety of project premises, property, and staff.
- Support in timely and appropriate resolution of legal cases related to the project, in which the org may be involved, to the best interests of the Org partners.
4. Human Resource Management:
The PSM is the point person for HR in the project, supporting the HR function for the Project in all matters relating to contract renewals, appointments, separations, compensation, administration, implementation of performance management system and select HR interventions from time to time. Illustrative tasks are listed under this heading:
- Ensure the availability and accessibility of updated HR Manual to all staff in the state/program office. S/he is responsible to clarify any point contained in the manual as and when required by any member of staff, where necessary taking the help of the leadership team
- Coordinate the hiring of staff as per HR policies.
- Where staff is to be hired by Org, ensure follow up and timely filling of the vacancy.
- Coordinate the Orientation / Induction of staff
- Monitor staff Contract Expiry date and ensure timely completion of Contract renewal and other formalities
- Review availability of job descriptions for all project staff in line with the current requirements of the org.
- Ensure a performance plan with measurable indicators for measuring performance mutually agreed upon between supervisor and supervisee based on their JDs.
- Ensure compliance of GED and Anti-Harassment Policies of the Org.
5. Information Services:
The PSM is responsible to supervise the IS activities/function in the project office to ensure that the IT infrastructure is maintained to meet high service requirements. The illustrative tasks are listed as under:
- Ensure stable and responsive Networking (Local and Wide Area) environment with the adherence to security standards for Network and user authorities.
- Be familiar with the basics of computer / LAN operations the standard software.
- Monitor proper and authorized use of the office computers / LAN.
- Promote productive use of computers amongst the staff and suggest training needs either by Information Service Unit or by other local resources to increase computer skills amongst the staff.
- Ensure system integrity, security of the system and easy accessibility of the required information and ensure cost effective maintenance of all IT equipment in state office.
- Ensure IS Policies and system adherence
- Ensure Optimal use of O365 and enable technology solutions to work.
6. Internal Control
The PSM is responsible to coordinate with the internal control unit for effective internal control mechanism in the project. Some of the salient features are listed under this head:
- Facilitate the internal/external audit which is an important part of the organizations overall internal control structure.
- Ensure that the systems, particularly accounting system comply with the agreed procedures.
- Coordinate all internal and external (regulatory) compliance activities with external auditors, etc. towards ascertaining full compliance of the project to the best practices & norms and regulatory requirements.
- Coordinates with internal audit and Director Finance for completion of periodic audits including due diligence assessment and performs follow up action.
- Act as the point person for coordination of conducting audits in the project finance functions and provides clarifications / responses to audit queries.
- Assure that administrative, budgetary, procedural, and accounting controls evolved are complied with and to improve them with time in accordance with agreed Org guidelines.
- Verification of stocks and assets, and related aspect on a quarterly basis.
- Audit the accounting transaction and all finance and administrative functions monthly.
- Facilitate in providing report of internal auditors, compliance report, if any to steering committee.
- Ensure safety and security of all project personnel, properties, and assets.
Job Classification
Industry: NGO, Social Services, Regulators, Industry AssociationsFunctional Area: Other, Role Category: OtherRole: OtherEmployement Type: Full timeEducation
Under Graduation: Any Graduate in Any SpecializationPost Graduation: Any Postgraduate in Any Specialization, Post Graduation Not RequiredDoctorate: Doctorate Not RequiredContact Details:
Company: Sustainable Employerism HR Solutions (OPC) PrivateAddress: Gandhinagar GujaratLocation(s): Gandhinagar
Keyskills: Procurement Team Management Administration Management Internal Control CSR Accounting Finance Human Resource Management Project Finance HR Generalist Activities Office Administration NGO Management IT Infrastructure Management Financial Management
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