Senior Operations and Finance Associate

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About the Organization

We at CivicDataLab (CDL) work with the goal to use data, tech, design and social science to strengthen the course of civic-engagements in India. We work to harness the potential of the open-source movement to enable citizens to engage better with public reforms. Our work is centered around building data strategy, data platforms and data science applications to push data-driven decision-making at scale. Moreover, we work closely with governments, non-profits, think tanks, media houses, academia and more to build overall data and tech capacity.

Job Description

We are currently looking for a Senior Operations and Finance Associate to work on our Organisational Operations and help streamline our day-to-day operations and company administration at our Delhi Office under the guidance of the Associate Finance and Operations Lead, along with close coordination with the People and Culture Manager.

We are looking for someone with a minimum of 3 years of experience in company administration and operations management, and graduated/post-graduated with a Commerce and/or Finance and Management background to apply for this role.

Job Responsibilities

CDL Office Administration

• Manage the day-to-day operations at our Delhi Office (currently 3 days a week)
• Ensure the in-person office Guidelines Policy is put into practice with the help of the People and Culture Manager.
• Monitor and help address any operational gaps/issues faced by employees in the office space.

Events, Travel and Logistics

Responsible for all logistics related to events hosted by CDL in Delhi (or anywhere within India)

Collaborate with the respective POC to ensure the event is hosted successfully - this would include, but not limited to the below:

• Ensuring the events have a prior Budget limit (project/non-project based)
• Figuring out the venue, accessibility and logistics
• Responsible for advancing payments for the Venue, Catering, Technical requirements, etc.
• Help with curating or preparing any Outreach and Memorandum material -- eg, Printing of pamphlets, reports, etc
• Responsible for booking all travel associated with the event within the Budget available for the respective event.
• Communication with the Event Partner regarding event requirements/payment updates, etc.
• Assist with any Visa application procedures for members and guests travelling internationally – The applicant should have a passport for themselves (non-negotiable)

Organisational Operations

• Managing physical documentation of Bills and receipts database for the below –
• Project level expenses
• CDL Office expenses
• Ensure all the Bills and receipts are maintained as per the accepted norms or guidelines
• Responsible for execution of any pre-contract requirements, Contracts/MoUs with any partners in close coordination with the Directors for signatures, followed by submission to partner’s office, etc.
• Responsible for the coordination required for any Banking documentation involving Directors’ signatures, followed by submission to respective Bank/branch
• Expected to maintain regular Communication with CDL’s Banking partners, suggest best ways of Banking operations and account management, thereby ensuring good credit limit for the organisation
• Work with close coordination with the CA (audit team) and CS team to ensure the Books of Accounts are maintained on a regular basis.
• Oversee CDL’s storage space where we have stored some of our necessities to ensure required items are taken out, used for the specific purpose and sent back to the storage unit.
• Managing the internal asset tracking system and help with the asset requirement of Bandhus

 Internal Finance Management

• Responsible for monthly Payroll approval and processing of payments in close coordination with the Executive Director and processing of other Vendor payments as applicable
• Work with the Executive Director to close all priority payments, including Monthly Statutory payments etc
• Knowledge of basic statutory tax payments and its applicability, ensuring the same are paid on time. Eg: TDS, GST and Professional Tax payments, etc
• Review and approve all Expense Reports submitted by Employees along with the help of Finance lead as per the Policy.

Accounting Responsibilities

• Should have a good working knowledge of preparing and maintaining Books of Accounts as per the Companies Act, 2013 and latest Schedule VI.
• Clear understanding of Accounting concepts and principles, which is essential for Tally data entry
• Ability to extract reports from the software and present a meaningful summary of fund flow across projects and organisation

• Experience in Asset management and its depreciation aspects
• Responsible for the Statutory audit and Annual filing as per the timelines
• Monthly review of receipts and expenses to understand the P&L situation throughout the financial year
• Responsible for sharing the monthly accounting data with the company's CA and ensuring both are in sync from time to time.

Education Qualification/Required Skills & Experience

• 3+ years of experience in managing operations, finance and/or human resource responsibilities at startups
• Prior experience in managing payroll, expenses and other organisation-wide operations.
• Prior experience of working with government platforms like GST, EPFO, Professional Tax and others   
• Prior experience of working with operation management software like Zoho, Tally Prime ERP, etc
• Oral and written fluency to work with Hindi and/or other Indian languages along with English
• Fluency in English and excellent writing and communication skills
• Strong planning and organisational skills, and the ability to be able to set priorities, plan timelines and meet deadlines

For more information please check the Link

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