Requirements:
Qualification and experience
• At least first Degree in Finance Administration Management/ BA;
• Previous experience in a Liaison Office (profit / no profit) – good knowledge of the legal procedures and obligations (RBI; ROC; AD Bank; Tax related issues including TDS, GST; etc)
• At least 5 years working experience as Finance Administration Manager in a senior position
• At least 3 years’ experience with INGO or local NGO/
• Precedent experience with Donor agencies/ CSR Department of private firms is a plus
• Good knowledge to the public/private transport system with in India;
• Previous experience in conducting training on financial reporting
• Proficiency in spoken and written English ,Kannada and Hindi
• Advanced Computer skills in MS Office and Tally ERP.
Personal competences and relational attitudes
• Willing to travel at least 40% of the time
• Flexibility and Integrity
• Good level of autonomy and sense of responsibility and commitments
• Capacity to respect deadlines and to timely carry out the job assigned
• Prepared to work in challenging environment without the supervision
• Ability to monitor and supervise project activities
• Ability to work effectively as part of a Team and relate to people across all levels
• Able to communicate effectively and lead others through change
• Ability to manage, supervise and support other human resources
• Sensibility towards child rights (volunteering experience in the sector is an advantage)
• Good judgment when dealing with staff, emergency or security situations.
JOB DESCRIPTION
For the position of
Finance Administration Manager
Vacancy Code: 2018/FAM
Department/Area: Accounts / Finance / Administration
Report to: WeWorld Onlus Country Representative in India and HQ Finance Department
Location: Based in North Goa/ Mapusa – Bardes area with extensive travel within country and outside country. (at least 40% of the time)
Type Contract: employment contract - one year renewable
Probation period: 6 months
Initial Salary: based on the experience and the results achieve in previous positions
Main purpose of the Job
a. Ensure the compliance of all legal and fiscal obligation of a LO in India in coordination with the external CA that includes:
- Smooth management of the cash and other form of payments;
- Every legal / fiscal / internal reporting/ auditing requirements and deadlines are respected;
- Providing to the LO WeWorld Onlus Legal Representative in the country the necessary support to coordinate the relationship with the other staff members, the Indian partners and the local authorities.
- Represent the Organization in absence of the LR
b. Ensure all the support required to the WeWorld Onlus Legal Representative for a setting up the office in Goa.
Areas of Responsability / Key area result :
LO Accounting, Payroll, Financial Systems, Fiscal and Financial Controls are kept updated with satisfaction of Milan HQ and CA.
• Take care of all administrative works of the Liaison office, including, office maintenance, staff attendance, communications, filing systems etc.
• All due communication and answers to RBI (via AD Bank); ROC and other Indian authority are followed up on time and in the appropriate manner and in strict coordination with the CA;
• The PN and Tally is updated and submitted to Milan HQ by 15th of each month and Correction is punctually made on Milan/ CA request with in one working week.
• WeWorld procedures for LO are well understood and regurlary updated.
• Cash / Bank accounts are well kept and there is a clear mechanism of control – payment authorization
• All fiscal obligation for LO and its staff is regularly attended;
TDS for staff calculated at three times per yr
TDS – payments proceed with in the same month
E-TDS return submitted to CA – quarterly
Professional tax followed up with the CA with reimbursement
• CA is regularly consulted before processing any payments to Vendors where TDS is due
• NEFT Payments are prepared and processed without delay at least once per month (phone/ internet ; rent; consultants Auditors; Staff salaries); Cheque payment are prepared on demand but max once a month); and when required
• All current contracts with Vendors are kept updated and under control for renewal or cancellation if required. All WeWorld vendors , have a dedicated ledger account in Tally and is regularly updated.
• Soft and hard copy of the supporting documents are regularly filed in the appropriate folders: soft copy in the server and hard copy in the physical folders complete by shelves by approved labelling.
• Facilitate various procurement processes as per the WeWorld procedures and updates.
• Server and FTP should be regularly updated with new reports and the structure should be easy to consult
Cash and Risk Management
• Ensure appropriate legal review of contracts and solicit external legal advice as required.
• Review financials of preferred vendors.
• Manage banking relationships for maximum efficiency ensure that all net banking and cheque payments are done smoothly and successfully;
• Ensure the respect of the Fiscal obligation .
• Develop cash flow forecasting and maintain a long term cash forecast
Milan HQ requests and WeWorld Procedures are fulfilled
• LO Budget is complete as per format required by middle of October and feedback from Milan are taken care with in one week
• “Pianificazione finanziaria “ (PF) file is complete and updated on a monthly basis (projects and LO)
• LO budget revision is done every 4 months (before the request of funds) - – If discrepancies and BVA shows anomaly a brief not should be indicated in the notes of the worksheet
• Relevant part of WeWorld procedure are extracted from the main manual and kept upto date
• Ensure by Feb 2019 the submission to Milan HQ the 2018 LO Audit report done by the appointed External Auditor.
• Ensure the succesfull completion of the External Auditor report during the year 2018 , on the nr 4 Partners and ready for submission to Milan HQ on a regular basis – with in 2 months from the approval of each report by the LO e all together by 31.12.2018
Partners’s report : monitoring & Communication
a. Ensure that Partners send Tally updated, bank and cash reconciliation correct on a monthly basis max by the end of the 2nd working week of Every month – an excel worksheet will be kept to track the partner updates.
b. Tally for the partners together with their bank and cash reconciliation to be imported in our Tally
c. production of monthly report export from Tally to be share with CR / FAM from Italy
d. Budgeting should be done using Activity based model only for partners.
e. Partners Financial reporting should be done in coordination with PMs a formal comment should be make by the FAM to the PM both : partners’ and LO
f. Ensure that Partners update the financial prospect on a monthly basis enable the LO to forecast when the next report is due as well the next installment and the amount max by 10th every month
g. Ensure adequate training and / or support to the training to the new partners
h. A summary report with the updated situation of the financial report including the forecast of points a. and b. is submitted to the CR max by 15th every month.
i. Partners are satisfied with the assistance/ training and monitoring mechanism provided by the LO finance Dep. A questionnaire is developed and submitted to partners at the end of each field visit and at least once a year
Other area of responsibility and tasks:
a. Bookings for flights and accommodation following the LO plan is done without delays and suggesting the best options available
b. A complete and timing Hand over of the tasks/responsabilities to Barbara and new Accountant Goa .
c. Follow up floats management and remote management of staff based outside the office.
Expected Outputs:
a. Monthly PN report is submitted to Milan office before deadline
b. Closure of nr 8 Partners report –
c. Co-ordinate with CA for External audit reports –
LO office Audit report Year 2018 – Deadline 28th February, 2019
Partners Audit reports –
d. Budgets to be finalized - LO office 2019 budget and partners agreement renewal
e. To receive the hand over of the tasks/responsabilities from the current LO FAM Mumbai office
f. To send monthly updates on each tasks /responsibilties to CR and HQ Finance Dep
g. Ensure all the compliances of LO office in India in cordination with CA are respected as per deadlines.
MBA
3-5years
Above Rs.300,000/-
CAclubindia
