Senior State Admin & Finance Officer

Job Description: Senior State Admin & Finance Officer

Responsible to: Lead - State Head (UP) and dotted line reporting to the Associate Director Finance (HO)

No. of direct reports: One

Duration: Initially upto January 2027 

Purpose: To provide support in the management of programmes to ensure its timely and efficient servicing and managing the Administration of PFI UP Offices

Responsibilities:

Program documentation:  

• Preparation of process notes related to program activities relating to all projects
• Assist the Program teams in the preparation of all necessary documentation and approvals related to program activities
• Prepare all contracts and agreements including their subsequent extensions/ or supplements and keep a record of the same.
• Make all arrangements concerning contracts including payment approvals, and submission of reports and other follow-up action.
• Maintain and regularly update contract / payment tracker so that prompt reports can be submitted to Programme team for timely action.
• Manage end-to-end procurement processes for state and project offices in line with organizational policies and procedures.

Financial management and coordination:

• Maintain and file financial records, all program reports for audit and reference purposes.
• Assist the State Head in preparing the monthly program office budget for approval.
• Conduct finance-related reviews during visits to districts.

• Verification of invoices and claims with supporting documents as per policies and guidelines.
• Provide support to district team in finance and administrative issues.
• Coordination with finance team at Head Office for timely release of advance and settlement of advances given to state/ district team.
• Ensure coordination with auditors, manage audit compliances and closure of audit paras.

Administrative work and Supervision

• Supervise asset management, maintenance and upkeep of office premises, including repairs and renovations.
• Provide support in planning and organizing meetings and conferences.
• Management of all vendors for all services in the State.
• Provide HR-related assistance during onboarding of new staff and relieving of outgoing staff.
• Maintain custody of key administrative and financial documents such as lease agreements, purchase orders, service orders, and MoUs.
• Any other administration and program support related work that may be assigned from time to time.

Competencies:

• Working together: Is a team player; works closely within the team as well as with cross functional teams.
• Communication Skills: Good written and verbal communication skills in Hindi and English
• Responsiveness: Understands the demands of organization needs; can identify and respond to urgent tasks
• Willingness to Learn: Continuously works towards improving professional competence by acquiring new skills
• Delivering Results: Is goal oriented and takes initiative in identifying alternate methods to ensure high quality results.
• Adaptability and Initiative: Quickly adapts to organizational demands; is open to take new challenges
• Adherence to Policies: Abides by organisational norms and policies all the time

Key Performance Indicators:

• Vendor management.
• Logistics management and Assets management.
• Event management.
• Verification and Processing of payments and coordination with Finance team.
• Provide support to HR during on-boarding and off-boarding of employees.

Required Skills:

• Minimum Post Graduation Degree in Finance from a reputed educational institution.
• Experience of at least 5 years in office administration, Accounting & Program Support.
• Expertise in accounting requirements and general finance.
• Good negotiation skills
• Proficient in MS Word, Excel, PowerPoint, Outlook, and Internet Explorer

Please send your updated CV with a covering letter describing your suitability for           the position to hrpfi@populationfoundation.in latest by 15th November 2025. Please include the following in the cover letter:

•    Current CTC:
•    Expected CTC:
•    Notice/ Availability to join:

Please mention the position “Senior State Admin & Finance Officer- Lucknow” in the subject line of your e- mail. Only shortlisted candidates will be contacted

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