Head - Administration & Finance - NGO

Job Title: Head of Administration and Finance

Nature of Employment : Full-time, Probation - 6 months

Reporting to : Executive Director,

Location : Bengaluru, Bellary Road (next to IVRI)

Work Hours : Tuesday to Saturday: we are a small team of an institution in the establishment phase and therefore looking for people who are able to work flexibly. Late-nights, holiday and weekend work may be required.

Job Summary : The Administration and Finance Senior Manager will be responsible for providing administrative, operational, and financial support to the office. They will oversee compliance requirements across the institution and provide reports to the stakeholders, including the Management and Board of Directors, members, funders and the government. They will be accountable for all internal and external administration audits.

Key Responsibilities Administration

- Single point of contact for all administrative requirements of all staff members including general office procedures and communication

- Lead the development, implementation, maintenance and enhancement of efficient office systems for effective administration

- Develop a protocol to manage all assets - images, documents, artwork and other collateral

- Coordinate and monitor content bank within the SGI toolkit

- Maintain relationships with key suppliers and contractors

- Manage space planning for employees and freelancers working, both prior to the building completion and after the team moves in

- Ensure compliance with all relevant laws and rules applicable for the establishment and day to day running Accounts and Finance

2 - Establishing and enforcing proper accounting methods, policies and principles

- Assist in development and implementation of new procedures and features to enhance the workflow of the departments

- Manage the preparation of the company's budget and financial plans

- Monitor the day-to-day financial operations within the company, such as payroll, invoicing, and other transactions

- Produce financial reports related to budgets, account payables, account receivables, expenses, revenue, expenditures, and variance analysis, etc.

- Maintain, update and monitor inventory records

- Oversee financial reports for taxes, regulatory agencies, and other financial groups

- Support in the preparation of grant applications and reporting the progress and utilisation of the grants received

- Liaise with external auditors to ensure successful audit results, compliance, and appropriate monitoring of company finances Government Liaison

- Establishing and maintaining a working relationship with key personnel across various government departments, at the centre, state and corporation levels.

- Maintaining schedule and process charts for applications and their requirements and document management

- Coordinating and liaising for permissions, clearances, no-objection-certificates etc., necessary for grants and operations

- Leading on the completion of documentation and submissions related to the above

Person Specifications

- A post-graduate degree/diploma in Finance and Accounts is desirable

- 5 to 15 years of work experience in comparable organisations

- Broad knowledge of administrative procedures and compliance requirements

- Should have good interpersonal and communication skills

- Working knowledge of Microsoft Office

- Should be agile and flexible to support a growing organisation