Finance and Administrative Officer

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About the Organization

One of Switzerland’s leading development organisations, SWISSAID is an international non-profit, working in nine countries across the world. The organization has no religious or political affiliations. 

SWISSAID has been active in India for more than six decades. Currently, the focus lies on two themes:  agroecological Small-scale Farming and Gender Equality. SWISSAID collaborates with local civil society organisations to co-create projects which meet the challenges faced by marginalised groups. SWISSAID focuses on gender-based discrimination by giving it a central place in the agroecological Small-Scale Farming Programme and by designing dedicated projects addressing gender-based violence.  

Job Description

The employee is responsible for managing the Finance and Administration Section in SWISSAID India. He/ She will manage the funds allocated to the SWISSAID country programme, ensure legal compliance and effective administration of the Coordination Office.

Job Responsibilities

Financial management of country programme (approximately 55%)

• Bookkeeping of the country programme according to the administrative guidelines and SWISSAID’s ”Minimum Standards Finance + HRM”
• Participate in the Management Committee
• Preparation of Coordination Office Budget and annual Country Programme Budget in collaboration with the programme team
• Support programme team in developing project budgets
• Advise and, based on needs, accompany partner organizations in financial issues together with project accountants .
• Identify consultants to build capacity of partner organisations on legal compliances
• Prepare and coordinate the audit of projects according to the administrative and donor guidelines and finalise the management response.
• Prepare and coordinate the audit of the Coordination Office as per the administrative guidelines
• Inform the Country Representative on a regular basis about utilisation of funds of the Coordination Office and the projects.
• Inform the Country Representative on a regular basis about the quality of interim project accounts and the quality of financial management by partner organizations
• Ensure monthly financial reporting to the Head Office according to the “Minimum Standards Finance & HR”
• Prepare and participate in financial monitoring meetings with SWISSAID Switzerland on country programme India
• Support the development of donor budgets and prepare financial reports for donors in the given template in collaboration with the Finance Manager at the Head Office
• Know and communicate the financial and administrative requirements of donors to team members
• Ensure effective implementation of system set up for donor compliances
• Keep Country Representative updated about the latest developments in the laws applicable to NGOs
• Ensure that the Coordination office meets the legal compliances and SWISSAID internal policies

Administration of Coordination Office (approximately 20%)

• Suggest acquisition of necessary office infrastructure and ensure its maintenance
• Ensure a performing secure and up to date IT infrastructure in coordination with IT at the Head Office and external service providers
• Support administration of Coordination Office staff (salary payment, staff contracts, holidays, etc.)
• Ensure that compulsory social insurances for Coordination Office staff are paid correctly
• Check amortization and interest calculation of loans granted to staff
• Supervise the Project accountant such that the project files in financial matters are maintained according to the administrative guidelines
• Supervise the archiving of project files as well as documents and receipts relevant for financial accountability
• Inform the Country Representative on a regular basis about questions regarding administrative and financial issues.
• Conduct the safety and security analysis and together with the Management Committee, finalize the safety plan
• Conduct the risk analysis together with the Management Committee on an annual basis and sensitize staff on the anti-corruption policy

Human Resources Management (10%)

• Coordination of staff appaisals
• Monitoring of staff leave
• Update and implementation of staff regulations
• Organise sensitization of Code of conduct

Supervise the performance of staff/s, ensuring that they are well supported, led and evaluated against agreed objectives (15%)

• Any other responsibility assigned by the Line Manager.

Education Qualification/Required Skills & Experience

• The  Finance and Administrative Officer  is expected to possess:
• Masters degree in finance or Accounting, CWA or CA.
• Minimum work experience of 10 years.
• Proven experience of three to five years at senior management level within the finance department of a National/International NGO
• Good understanding of financial systems and  procedures
• Sound understanding of  the laws governing NGOs and INGOs
• Past experience of building capacity of partner organizations in financial management and bookkeeping
• Ability to prioritise and manage a workload comprising of complex, diverse tasks and responsibilities.
• Ability to coach,  delegate work and manage performance of staff
• Experience of managing complex donor requirements (EU, USAID etc)
• Excellent Interpersonal skills and strong team player
• Strong Computer literacy and expertise in accounting systems such as Banana, tally 9 and advanced Microsoft 365 knowledge (Teams, Sharepoint,  excel, power point, word)
• Personality which is trustworthy and reliable
• Attention to detail and precise work
• Excellent verbal and written skills in English and Hindi. Desirable ability to speak and write in Marathi
• Understanding of SWISSAIDs vision and mission and commitment to its values

Eligible candidates interested in the position are requested to apply by 17th December 2024. Women are especially encouraged to apply for this position. The applications should include a recent resume and letter stating their interest in this position. The application should be emailed to jobs.swissaidindia@gmail.com.

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