Finance and Admin Officer

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About the Organization

Partnering Hope into Action (PHIA) Foundation is a Charitable Trust registered in India. Its vision is a society free from poverty, exclusion and discrimination and all people live with justice, peace and dignity. PHIA works for the eradication of poverty among the poor, vulnerable and marginalised communities in India. PHIA believes in promoting equality, dignity and social justice so that everyone regardless of gender, caste, class, ethnicity, religion, colour, culture and physical abilities can live a life free from poverty, exclusion and discrimination. It works in partnership with civil society and community-based organisations. PHIA facilitates the empowerment of poor, vulnerable and marginalised communities so that they can be in-charge of their own development. Gender equality crosscuts all of PHIA’s work.

PHIA Foundation interventions and programmes are present in the states of Bihar,  Jharkhand, Madhya Pradesh, Uttar Pradesh and Delhi NCR. It works on both long- term development programmes and humanitarian response. The organization

Job Description

PHIA Foundation is looking forward to recruiting a seasoned finance professional for this post who can take up the leadership role for the finance function and the team. The incumbent is also expected to contribute to the Procurement and Admin. functions of the organisation. The position will report to Head of Finance – PHIA Foundation and will be based in its Pathankot, Punjab office

Job Responsibilities

Description

• Responsible for managing the overall finance and accounting system in the State
• Finalization of project budgets and ensuring timely submission of the donor reports for project.
• Ensure compliance with terms and conditions of Grant Agreements and regular monitoring of the projects.
• Oversee flow of funds in projects and ensure timely payments to staff and vendors.
• Looking after all accounts-related work,
• Checking bills/vouchers and properly maintaining files.
• Prepare Monthly, Quarterly, Half-Yearly, and Annual utilization of the program and
• Assist for coordinating statutory/Internal/donor audits for the projects and assist Delhi Office in completing the audits in timely manner.
• Ensure that monthly salary data is prepared in consultation with HR department and share with Delhi Office in a timely manner.
• Responsible for building systems for proper upkeep of documents and their timely submission to Delhi Office.
• Data Entering in the Accounting System preferably Tally
• Processing and verification of staff reimbursements/ claims and make arrangements for payment
• Prepare management reports as per the requirement of the Senior Leadership Team.
• Ensure Internal Control Systems are implemented regularly and identify areas of improvement.
• Responsible for centralized bulk procurements, issuing Service agreement, PO
• support for stakeholders attending trainings/workshops
• Procurement of assets and supplies.
• Maintain Fixed assets register, and assets Coding,
• Responsible for all Admin related work in Projects and Pathankot Office.
• Create a database of vendors for such procurements and for stay arrangements
• and as much as possible get into contracts for long-term requirements.
• Vendor Management
• Ensuring all accounting entries for all projects are completed and accurate.
• Responsible for monitoring all the procurement process in projects in the
• States. Ensuring timely sharing of related documents with the Delhi Office.
• Deduction of TDS and monthly reconciliations for consolidation at Delhi office.
• Prepare monthly bank reconciliation within the timelines.
• Ensuring timely Monthly Closing
• Safe keeping all documents and vouchers related to projects and office
• Maintain and update the records of service providers and vendors and
• coordinating for necessary documents
• Support on procurements at State and project offices. Coordination with vendors
• for quotes/ proposals.
• Maintaining Asset/Stock Inventory of office as well as for projects in coordination
• with project staffs.
• Assist in petty cash management
• Coordination with state and head office teams for database or MIS Reports
• Coordination with work  

Education Qualification/Required Skills & Experience

• Applicant must have a B. Com/ Graduate (Commerce) / Post Graduate degree or a higher degree in Finance
• Minimum 5 years of proven work experience as a Finance officer/ Finance and Admin officer or any equivalent position
• Strong attention to detail and accuracy
• Flexibility and adaptability
• Display a clear commitment to community work, carry interpersonal skills to communicate with the community and staff
• Have good writing skills to draft and understand third-party contracts, letters, and other communications.
• Willingness to travel to the field extensively as required in the project.
• Computing Skills (Should be well versed with Tally ERP, MS Office, especially Word, excel, PPT and electronic communication).

https://docs.google.com/forms/d/e/1FAIpQLSfB- 8oXnFOjkoA72btr8BlrhAzXHnm7nSSmrbQmrvKIFYaHXg/viewform?usp=pp_url by 10 March2025

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