ABOUT THE AMERICAN INDIA FOUNDATION TRUST

The American India Foundation Trust (AIF) is committed to improving the lives of India’s underprivileged, with a special focus on women, children, and youth. The Foundation does this through high-impact interventions in education, health, and livelihoods because poverty is multidimensional. Founded over two decades ago, in the aftermath of the devastating Gujarat earthquake, as a humanitarian initiative by the then Prime Minister of India, Atal Bihari Vajpayee Ji, and the U.S. President, Mr. Bill Clinton, AIF has impacted the lives of 21.01 million of India’s poor across 35 States and Union Territories of India. 

Registered as a Trust in India, with an independent Board of Trustees, AIF adheres to strict financial and governance standards, ensuring transparency, accountability, and responsible management of resources. As per statutory mandates, AIF is registered under 80G and 12A. These registrations and certifications are tangible evidence of the organization's existence, credibility, and compliance with the applicable legal and regulatory frameworks while demonstrating a firm commitment to its vision and mission. Learn more at www.aif-india.org

ROLES & RESPONSIBILITIES:

The incumbent will be responsible for the financial management across projects and working closely with the program & Central Finance teams and ensure the tracking and analyzing of project expenditures and ensuring financial management of grants across projects.

ROLES & RESPONSIBILITIES:

The Manager Finance performs a wide range of duties including all of the following:

• Act as custodian of all AIFT Financial system and Software’s including ERP Administrator maintenance.
• Ensure financial management, control and regulatory compliances by adhering to the organization’s policy.
• Ensure the monthly review of consolidated organizational budget performance against the individual annual project budgets; forecasting expenses and tracking the ongoing commitments against the approved cash position.
• Advise the Director-Finance & Administration on issues, trends, and changes in the financial operating performance and operational delivery; proactively communicating issues that are anticipated before they arise.
• Assist in implementing yearly objectives and measurable metrics for Finance department performance both for individual Team members and project team.
• Support the long-term budgetary planning and costs management in alignment with AIFT strategic and project plans, especially to improve the organizational development, increasing Finance’s contributions to effectiveness and efficiency of the organization by leveraging technology and accurate information.
• Assist the Director-Finance & Administration to ensure the AIFT’s Leadership team are working as per the approved annual budgets for programs and delivery through collaborative working practices.
• Work collaboratively across all Functions & Programs.
• The position will involve need based pan India travel to project offices.

1. Financial Accounting:

• Verification of all bills and supporting documents and ensuring that all the payments are made in accordance with AIFT standard procedures and help in communication on all financial issues to various teams.
• To ensure that all financial transactions are recorded accurately and in time.
• To check receipt and payment vouchers & approve them post verification and in compliance with AIFT policies and regulatory requirements.
• Carry out controlling and supervision to ensure timely payment of all office operation costs, e.g., rent, electricity, water, telephone, internet bills etc.
• To regularly scrutinize the ledgers especially accounts payables, cash balance, all imprest accounts to ensure funds are properly utilized and accounting transactions are being correctly recorded.
• To maintain vendor records and payments.
• To liaison with banks for receipts, payments and transfers including investments.
• Ensuring that all bank accounts are reconciled on a monthly basis.
• Maintaining and meeting the fund requirements at different location of programs.
• Ensuring management of filing systems and maintaining office records/registers
• Responsible for office cash maintenance.
• To closely supervise Accountant / Finance officer on a daily basis.

1. Statutory Compliances:

• To coordinate with statutory auditors for the annual audit process and provide necessary documents and records.
• To coordinate with internal auditor for the concurrent audit to ensure financial compliances with organization’s procedures and guidelines.
• To support donor audits including addressing of audit queries and to prepare reports and utilization certificates for individual donor projects as per terms and conditions of the grants.
• To coordinate with tax /PF consultants for preparing replies to notices from Income Tax and PF department and provide detailed information / documents asked for during income tax scrutinizes.
• Ensuring timely payment and deposit of EPF on month-to-month basis, co -ordination with PF consultant for filing quarterly and annual returns and for issuing annual PF statement to staff.

1. Grant Management & MIS

• Coordination with Program teams in managing Grants and contracts.
• Review of Financial reports and documents submitted by partners.
• Processing of Due diligence for new partners, signing of MOUs, release of tranches and final closure of individual partner grants online.
• Reconciliation of donor balances.
• To analyze donor agreements to ascertain usage of funds as per agreement with donor.
• To track on line donations
• To provide documents and information for new grant proposals.

1. Project Accounting

• Project accounting for AIFT projects implemented through partner NGO, s to ensure timely and accurate booking of project expenses.
• To track all advances made to projects and individuals and their timely reconciliation upon submission of bills.
• To coordinate with project staff for any financial queries/clarifications.
• To prepare donor reports /utilization certificates for donor reporting in co-ordination with program teams.
• To conduct financial review of selected NGO partners and submit review report.

QUALIFICATION AND EXPERIENCE:

• M.com/ MBA in Finance
• Around 08-12 years of experience in finance and accounting. Experience with a not-for profit would-be a plus.
• Experience of past working on any ERP software preferred.
• Working knowledge of excel spreadsheets

SKILLS:

• Consistently approaches work with energy and a positive, constructive attitude.
• A team player with strong interpersonal skills and ready to take on additional tasks.
• Demonstrates the ability to multitask.
• Thinks out of the box and has leadership skills.

OTHERS:

Salary shall commensurate with experience.

POSITION AVAILBILTY:

Immediate