Tuesday, December 3, 2013

Finance & Administrative Officer - Jhpiego

Finance & Administrative Officer

Based at Bhopal, Jaipur, Lucknow and Patna 

Jhpiego is an international, non-profit health organization affiliated with The Johns Hopkins University. For almost 40 years and in over 150 countries, Jhpiego has worked to prevent the needless deaths of women and their families. Jhpiego works with health experts, governments and community leaders to develop strategies that help countries care for themselves by training health care workers, strengthening health systems and improving delivery of care. Jhpiego designs innovative, effective and low-cost health care solutions that are breaking down barriers to high-quality health care for the world’s most vulnerable populations. Jhpiego uses its global presence and technical leadership to develop technology-based innovations and systems for significant global health impact.

In India, Jhpiego works across nineteen states in close collaboration with national and state governments by providing technical assistance in the areas of family planning, maternal, newborn and child health, and pre-service nursing and midwifery education. These projects are funded by USAID, Bill & Melinda Gates Foundation, Norway India Partnership Initiative (NIPI), David & Lucile Packard Foundation, Children Investment Foundation Fund (CIFF), MacArthur Foundation, Department for International Development (DFID) and others.

Jhpiego is hiring for the position of Finance and Administrative Officer based at the state capitals of Bihar, MP, Rajasthan and Uttar Pradesh. The F&A Officer will work with the staff based at the respective state office and India Country Office (ICO) to assist in the implementation of activities and support general office administration functions. The position will report to the Director, Finance and Administration in handling financial transactions including budgeting, tracking financial transactions, payments, bank reconciliations, verifying bills and updating QuickBooks and related activities with administrative oversight by the State Program Manager.


• Manage routine financial operations with particular emphasis on handling accounts payable, preparing and submitting monthly financial reports at the state level. Provide day-to-day financial and administrative support to the State office.
• Examine and process financial documents such as invoices and vouchers and other documents such as purchase orders to ensure the completeness, accuracy, and validity of financial data.
• Accurately allocate codes, track, and timely process vendor and consultant invoices, and staff expense reports for payments.
• Reconcile and monitor travel expense reports and project expenses as per rules of the organizations. 
• Manage State office petty cash as per Jhpiego India Petty Cash Policy. 
• Monitor and reconcile travel expenses and project expenses to individual advances.
• Coordinate with finance staff at ICO to disburse funds from the Jhpiego bank account in accordance with Jhpiego’s Financial Management Guidelines.
• Maintain proper documentation of all financial transactions and filing of accounting documents and maintain accounting records compatible with standard accounting practice of Jhpiego and Donor Guidelines.
• Examine and process financial documents such as invoices and vouchers and other documents such as purchase orders, short term contracts to ensure completeness, accuracy, and validity of financial data.
• Assist with external/ internal audits and financial reviews by the donors.
• Maintain and administer an inventory system of Jhpiego’s office equipment, materials and supplies. 
• Ensure effective performance of a broad range of financial functions having project-wide implications.

• Responsible for managing general up-keep of state office including housekeeping, security, AMCs of office equipment, pantry, and office maintenance.
• Develop and maintain vendor database and share with the Supervisor.
• Manage large events and workshops in consultation with the Programs teams.
• Follow Procurement Procedures as per Jhpiego India Procurement Policy.
• Coordinate procurement, clearing of Jhpiego equipment/ shipments through customs, and tax exemptions.
• Maintain office efficiency, plan and implement office systems, layouts, and assist in equipment procurement.
• Provide support to the supervisor and senior management for managing visitors’ itinerary and providing smooth and efficient services. 
• Consult Finance and Administrative teams in India Country Office for smooth management of the state office as per strategic guidelines.
• Assist supervisor in office leasing, lease/ contract renewals and office renovation.
• Assume other duties as assigned by the Supervisor to ensure sound functioning of the Administrative operations at the State office.

• Demonstrated financial management skills, including book-keeping skills, understanding and maintenance of ledger entries, cash book, account entries and bank reconciliation.
• Knowledge of Indian Taxation Laws especially related to Tax deduction at Source against payments being made through State offices.
• Sound knowledge of allocating costs in a multidonor environment. 
• Ability to supervise and manage F&A Assistants.
• Ability to orient and support newly hired staff at State. 
• Excellent written and oral communication skills both in English and Hindi.
• Good computer skills particularly MS Word, Excel and knowledge of QuickBooks would be preferred. 
• Ability to work within an international program team and communicate regularly with a variety of team members. 
• Cooperative, hardworking, trustworthy, flexible and dependable.
• Ability to take initiative to anticipate and resolve problems.
• Ability to handle a variety of assignments under pressure of deadlines.
• Ability to travel within India as and when required. 

Qualifications and Experience:
• Bachelors/ Masters in Commerce/ Financial Management or equivalent qualification. CA/ ICWA/ MBA (Finance) would be given preference.
• Minimum five years of experience in Finance and Accounts preferably with an international NGO in a multi-donor environment.
• Demonstrated experience of managing Finance & Administrative functions at the State level.
• Experience in operating accounting software, good knowledge of QuickBooks preferred.

Jhpiego offers a highly dynamic and enabling work environment and provides competitive compensation based on experience and background. Interested candidates should submit their application with a covering note clearly stating the position and location to jhpiegoindiahr@jhpiego.net.

Apply by: 11 Dec 2013

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