Finance and Operations Fellow

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About the Organization

CivicDataLab (CDL) works at the intersection of data, technology, design and social science to strengthen access to public information, evidence-based decision making and citizen participation in governance. CDL harnesses the potential of open knowledge movements to strengthen the data-for-public-good ecosystem and enable citizens to engage in matters of public reform. We work closely with governments, non-profits, think-tanks, and universities to enhance their data and technology capacity to better data-driven decision-making at scale.

Job Description

We are currently looking for a fellow to work on our organisational operations to help streamline our day-to-day operations and administration at our Delhi Office under the guidance of the internal Finance and Operations team along with close coordination with the HR Lead.

We are looking for someone with prior experience (up to 6 months) in Company Operations and administration, preferably with Masters in Operations and/or Finance background to apply for this role.

Job Responsibilities

Operations at CivicDataLab:

• Managing the day-to-day operations at our Delhi Office (currently 3 days a week)
• Ensuring the office space is booked in advance based on the planned days for at least a month
• Oversee any gaps/issues faced by Employees (Bandhus) in the co-working space eg: Network issues, problems in access to printers or any other facility available to us as part of the co-working etc..

Events, Travel and Logistics

• Responsible for all logistics related to events hosted by CDL in Delhi (or anywhere within India) in close coordination with the finance team
• Collaborate with the respective POC in CDL to ensure the event is hosted successfully - this would include but not limited to the below:
• Ensuring the Finance team is consulted for the Budget limits
• Figuring out the venue, accessibility and logistics
• Responsible for booking the advance and other remittances (with Finance team) for the Venue, Food & Beverages Menu, Technical requirements, etc. required for the event
• Help with curating or preparing any Outreach and Memorandum material required for the event -- eg: Printing of pamphlets, reports, any other stationery required, purchase of a memorandum to be presented to the guest speakers, etc
• Responsible for travel associated with the event - including Guest speakers, Internal team - for flights, Local travel etc. in close coordination with the travel agency
• Communication with the Event Partner regarding event requirements/payment updates, etc.
• Assist with any Visa application procedures for Directors/ Leads travelling internationally (filling out visa application forms, visiting embassy office etc) – The fellow should have a passport for themselves (non-negotiable)

Finance and Operations

• Managing physical documentation of Bills and receipts database for the below – Project level expenses made by Bandhus, Office expenses and ensuring all the Bills and receipts maintained are as per the accepted norms or guidelines as applicable.
• Responsible for execution of any pre-contract requirements, Contracts/MoUs with any partners or funders as well as invoices raised to Partners in close coordination with the Directors for signatures, followed by courier or submission to the partner’s office, etc.
• Responsible for the coordination required for any Banking documentation involving Directors’ signatures, followed by courier or submission to Banks, etc
• Oversee CDL’s storage space to ensure required items are taken out, used for the specific purpose and sent back to the storage unit– this may include stationeries, printed banners, signage, etc.
• Managing the internal Asset tracking system in close coordination with the Finance team and help assist with any laptop requirement made by Bandhus during their course of employment at CDL
• Oversee coordination with the company CA and CS for signatures needed by Directors on any organisation documents curated by them and taking care of the courier of those to the respective offices.

For more information please check the Link

 

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