Program Officer - Finance & Operations

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About the Organization

BRAC is an award-winning international non-governmental development organization, with the vision of a world free from all forms of exploitation and discrimination, where everyone has the opportunity to realize their potential. BRAC is a leader in developing and implementing cost-effective, evidence-based programs to assist poor and disadvantaged communities in low-income countries, including in conflict-prone and post-disaster settings. It is an organization of and for the people of the Global South, pioneering new development and social enterprise approaches to equip communities to achieve prosperity. As well as being the world's biggest NGO by the number of staff and people directly reached, BRAC has regularly been ranked the number one NGO in the world by the Geneva-based NGO Advisor, an independent organization committed to highlighting innovation, impact, and governance in the non-profit sector. BRAC retained the top spot in 2020 among the top 500 NGOs for the fifth consecutive year.

Job Description

The BRAC Ultra-Poor Graduation Initiative (UPGI) seeks to hire a Program Officer (Finance & Operations) for its India team. The Program Officer will support the management of BRAC’s current and future partnerships in India. Currently, BRAC UPGI has developed key partnerships with the National Rural Livelihoods Mission (NRLM), and the State Rural Livelihoods Missions in Bihar, Telangana, Karnataka, Maharashtra, and Tamil Nadu. BRAC UPGI also works closely with several CSO partners in India including PRADAN, Aga Khan Foundation, Mahila Housing Trust, IFMR, Mobile Creches, and Project Concern International.

Reporting to the Country Lead, the Program Officer will lead and implement BRAC UPGI’s office administration, oversee financial management and compliance, grant management, and safeguarding activities. The Program Officer plays a critical role in financial management, strengthening relationships with partners, and strengthening the capacity of BRAC in India to support its programs and partners.

This position will be based in Delhi, India and will work closely with team members based in the US, Europe, Asia, and Africa.

Job Responsibilities

Operations Management & Administration

• Management, procurement and administration of office resources including office space, software, subscriptions, computers, hardware, and other related office systems and equipment.
• Lead the development and systematic management of country level internal policies and their implementation, in alignment with UPGI and BI policies and procedures
• Prepare documentation and visual material as required.
• Conduct procurement activities, in collaboration with UPGI and BI teams
• Assist with identification of suitable vendors, collection of price quotes, documentation of procurement process and management of electronic and paper procurement files
• Manage & prepare service level agreements for the smooth running of project activities
• Maintains a central filing system for required documents and forms.
• Support the quarterly reporting to BRAC International’s Executive Risk Management Committee. Serve as Risk Coordinator for UPGI and update risk register for UPGI programs and offices
• Support with identification, selection, recruitment, training and orientation of new staff members

Financial Management

• Management of payments and financial record keeping related to office expenses, travel expenses and any other country expenditure. Ensuring that these take place in accordance with planned budget and ensuring necessary approvals and documentation are in place. Monitor the cash position of the regional office and request cash from the country office for wire transfer
• Organize and process invoices, service orders, and other expense claims to ensure payments and expenditure reporting are up to date.
• Analyse and code financial transactions. Oversee accounting and other record keeping – directly or through consultants – for country office.
• Perform monthly accounts reconciliation including (A/R, A/P, Bank, Cash, Prepayments, etc.)
• Manage bank related record keeping and reconciliations.
• Support preparation for board meetings, financial audits, advisories, and internal & external audiences
• Consolidate and analyze financial data (budgets, income statement forecasts etc.). Analyze financial data – and create financial models for decision support

Compliance

• Develop and implement compliance policies for HR, legal, and tax-related activities.
• Monitor changes in laws and regulations affecting the organization and provide guidance on necessary adjustments.
• Conduct or support regular audits to ensure adherence to legal, tax, and HR compliance requirements.
• Collaborate with HR, legal, and finance teams to identify and address compliance risks.
• Prepare and submit required compliance reports to relevant regulatory bodies.
• Provide training to staff on compliance-related issues and best practices.
• Assist in managing compliance documentation and records for audits and reviews.

Grant & Partner Management

• Drafts proposals, subgrants, and/or project implementation plans, in collaboration with relevant partners and technical experts.
• Works with UPGI grants management team to coordinate Due Diligence of Downstream partners during grant implementation as needed
• Documents key partner relationships and ensures effective stewardship of partners across teams
• Draft and/or review to ensure alignment with proposed activities and compliance with policies
• Coordinate approval of contract and grant agreements, amendments, extensions
• Work with finance team and legal counsel to support contract negotiations
• Oversee budgets related to downstream partners and track utilization. Conduct financial monitoring visits and ensure ongoing compliance with grant agreements.
• Maintain pipeline tracker for partnerships and funding opportunities
• Perform research on donor compliance and budgeting requirements
• Oversee compliance checks, donor due diligence, and other regulatory responsibilities.
• Coordinates and negotiates the drafting process for financial and narrative reports among different teams, ensuring submission deadlines are met.
• Liaises with the donors and partners regarding any clarifications on reporting dates or changing donor requirements and informs teams accordingly; updates tracking systems.

Safeguarding

• Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the program’s goals on safeguarding implementation
• Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.

Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

Education Qualification/Required Skills & Experience

• Minimum 5 -7 years of experience in a similar role (e.g., program administrator, financial manager, or similar roles); additional experience
• Experience in supporting international development programs including especially with budgeting, financial management and large project planning
• Significant living and working experience in India
• Experience in accounting, compliance and management in development sector is a plus
• Ability to make decisions under uncertainty and to assess potential institutional risks.
• Being proactive, assertive and action-oriented; driven to work without supervision and handle sensitive information with discretion.
• Proven track record of working effectively with senior leadership
• Skill in any accounting software and well informed in current financial subjects, tax laws, money market and business environment
• Excellent organizational skills and attention to detail
• Experience in grants management and knowledge of donor requirements including budgeting and eligibility
• Flexible and willing to perform varying duties depending on the shifting needs of the organization and its staff members.
• Working experience in rapidly growing organizations with an entrepreneurial and audacious spirit will be an added advantage.
• Strong interpersonal/ communication skills;
• Effective written and verbal communication skills
• Strong ability to work collaboratively across teams, demonstrating cultural sensitivity, transparency, and fostering values of diversity, equity, inclusion and belonging.

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