Job Description

. Background

Aangan works with children in dangerous situations like child trafficking, child marriage, hazardous work and abuse. Our prevention model targets "hotspot" districts across the country where children are most at risk - either because these are known red-light areas, sites of hazardous child labour or are associated with harmful traditions like high rates of child marriage and girl child discrimination. Here we work with parents, children and government officials to build strong care and protection systems that keep children safe.

II. Position Summary

The individual will work closely with the Accounts and Finance Head and will be responsible for the performance of a variety of duties categorized by either accounting, financial or administrative support.

The individual will be responsible for maintaining books of accounts and other relevant records/ registers, reconciliation of accounts payables and receivables, petty cash book, ledgers, process the expenses claims/ bills/ account vouchers, regulatory and financial reporting and other accounts work.

While providing administrative support with¬ file management, correspondence drafting, funding program support, and ensuring assets in the head office and state offices are managed and maintained. Administrative duties also include developing and maintaining administrative systems and other duties, such as taking minutes of the meeting etc.

III. Key Responsibilities

Primary responsibilities include but are not limited to:

A) Accounting and Financial Management (Books, calculation, account activities)

• Maintain accounts using Tally software, including Accounts Payable, General Ledger management, Income Recognition

• Ensure staff TDS calculation (documents/ declarations etc. and file maintenance of individuals), deduction, deposition and quarterly filing of IT and TDS returns.

• Prepare necessary vouchers related to normal operations and their entry into the books of accounts.

• Ensure preparation of monthly bank reconciliation.

B) Financial reporting and record-keeping

• Prepare and maintain books of account and other relevant records and registers. Ensuring they are complete, accurate, well archived and safeguarded.

• Maintaining monthly records of expenses incurred by each state and tracking monthly spends against the expenses.

• Calculates, prepares and issues documents related to accounts such as bills, invoices, vouchers, inventory reports, account statements and other financial statements

• Prepare utilization reports and invoices, particularly for donor support

• Prepare and publish timely monthly financial statements.

• Create reports and documents for donors, government, partners and other stakeholders

C) Vendor payments, Reimbursements and Expenses

• Verifying reimbursements received from all state teams. After an initial verification, obtaining approvals on expenses from the relevant team leads/CXOs

• Handling expenses and other related queries from teams, vendors, etc.

• Review and process vendor/ consultant TORs, invoices and payments. Prepare cheques for payments of the concerned parties- suppliers, vendors etc.

• Assist in processing payments in line with Aangan’s policies and donor requirements

• Prepare cheques for salary payments.

D) Inventory and Procurement of Goods and Services

• Ensure all procurement processes are in compliance with Aangan and our donor regulations.

• Review documents such as contracts and Terms if Reference (TORs) to ensure compliance and accuracy.

• Ensure Fixed assets acquisition/ disposal – ensure all documents/ quotations received as per statutory regulations

• Maintain stock statements of software, hardware, laptops, fixed assets, stationary etc. across Aangan.

E) Audits & Compliance

• Keep records and document financial processes and accounting policies to maintain adherence and strengthen internal controls.

• Maintaining trackers with the details required to be submitted to government authorities.

• Following up with partners as part of due diligence procedures.

• Ensure all compliance records are authorised and processed in accordance with agreed procedures for both Aangan Trust and donors.

• Ensure all Foreign currency related payments/ receipt voucher entries are made and maintenance of files as per Rules and Regulations of FCRA.

• Assist in preparing and filing of annual FCRA returns, ensuring full compliance with regulations

• Assist in handling internal and external audits and preparing audit reports for various audits, including donor audits, statutory audits and pre-grant audits.

• Assist in consolidating accounts for the statutory audit, ensuring accuracy and completeness.

• Assist in preparing and filing quarterly TDS returns, Annual professional Tax returns, Annual Income Tax returns, ensuring timely and accurate submission.

F) Administrative and Logistical support

• Orienting and ongoing support to new recruits and other team members on and attending to regular expense related queries

• Maintaining and updating programme documents for all states

• Support to Program Heads, CXOs and Finance Head for smooth administrative functioning and logistical support

• Check and record travel, tour expenses and vendor bills in relevant software for timely credit to their accounts

• Maintaining minutes of Board meetings

G) Budget management

• Coordinate the preparation of the budget and financial forecasts and report variances.

IV. Competencies and Abilities

• Experience of working on Tally Prime is a must.

• Proficiency in MS Office, specifically MS_Excel

• Candidates with experience in institutional accounting field are preferred

• Giving close attention to details & demonstrating ability to handle sensitive and confidential information.

• Have an empathetic and compassionate attitude. Sensitive towards the staff needs

• Strong organisational skills and ability to thrive in a fast-paced environment.

• Ability to manage diverse activities and to meet deadlines

• Excellent communication skills in English and Hindi

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