Manager (Administration & Finance) - PSI (Apply by: 08 Oct'14)

POPULATION SERVICES INTERNATIONAL, INDIA

JOB DESCRIPTION

TITLE: Manager –Administration & Finance (NACO CSM Project)

LOCATION: West Bengal (Kolkata), Gujarat (Ahmedabad ), Maharashtra ( Mumbai), Orissa (Bhubaneshwar) and Karnataka (Bangalore) 

DEPARTMENT: Administration & Finance

REPORTS TO: State Program Manager (SPM) administratively and Sr. Manager-A&F NACO CSM at HO functionally

SUPERVISES: A&F staff at state office.

WORKS WITH: Program and A&F staff at state office and Head Office 

GRADE LEVEL: VI (Manager)

CATEGORY: Shared Services

Population Services International, India is a registered Indian Society dedicated to the improvement of public health in India. As a mission, PSI makes it easier for people in the developing world to lead healthier lives and plan the families they desire by marketing affordable products and services. PSI’s core values are Measurement, Honesty, Pragmatism, Collaboration, Trust and Commitment Over the past twenty- five years, PSI has collaborated with the GoI and a number of donors to increase the use of modern contraception for family planning, to provide products and services for the health of mothers and children and to decrease the spread of HIV/AIDS. PSI harnesses the vitality of the private sector to address health problems of the low-income and vulnerable populations using social marketing to achieve positive behaviour change by promoting ideas, products and services conducive to better health. PSI promotes and distributes health products, using commercial channels and outlets to make available quality health products at affordable prices. The basket of products includes condoms, oral contraceptives, injectable contraceptive, intra uterine devices, ORS, IFA tablet, medicated abortion drugs etcs. For more information, please visit www.psi.org.in.

A. POSITION PURPOSE: 

The A&F Manager is responsible for independently handling A&F operations at state office for a condom social marketing (CSM) project funded by Dept of AIDS Control, Ministry of Health & FW, and Government of India for a period of 1 years. H/She would need to ensure close coordination with A&F HO such that necessary support and approvals can be facilitated timely for smooth delivery of the A&F function at the states under the project. For day to day administration of A&F function, the Manager will work closely with SPM while for all matters relating to approvals and support required from Head Office at Delhi, the Manager will functionally work with Sr. Manager-A&F NACO CSM at Head Office. At the state office, the A&F Manager would be supported by a team of accounts and admin staff to perform the duties and responsibilities for the position.

DUTIES AND RESPONSIBILITIES:

• Accounting Independently manage the overall state operations on Lawson ERP system. This would include review and tracking of the entire process beginning from voucher generation through payment and approval of reports. 

• Compliance with A&F Policies & Procedures: Ensure strict compliance with A&F policies and procedures. Responsible for ensuring quality services and support in the state within the framework of policies and procedures. Monitoring of field level activities at locations within the state office where there is no A&F support 

• Fund Management: Responsible for control over funds/ imprest balances, estimation, preparation of monthly operating cash requests and utilization of cash flows estimated and forecasting normal and abnormal requirements of funds and manage fund replenishments.

• Budgetary Control: Monitor and maintain state wise budget versus expenses. Provide support to A&F HO for compilation of reports to donors. Stringent monthly budgetary control and variance reports generated at state level, obtaining clarifications and undertaking corrective and remedial measures as deemed necessary.

• Procurement: Responsible for procurement activities at state in terms of understanding the requirement of goods and services, planning, checking, execution and documentation according to existing donor budgets and procurement processes / policies.

• Guidance/ Training: Provide clarifications on A&F guidelines and operational matters to A&F and non A&F staff at state office as well as providing training support for field A&F training programs conducted by A&F HO.

• Administration: Responsible for ensuring upkeep and maintenance of state office, Maintenance of inventory and fixed assets, travel and accommodation arrangements, logistics for trainings/meetings, leases, vehicles, utilities, security, house-keeping, front office management, receipt/dispatch of mail, etc. Responsible for setup of new project office as per project requirement
• Audits: Responsible for smooth execution of audits at state level by Indian statutory auditors, PSI/W auditors, internal auditors, and donor audit (as applicable) including timely and appropriate action on observations/ recommendations.

• Non-HR Legal : Responsible for ensuring compliance with applicable laws and statutory requirements, engaging and resolving at a primary level legal issues with the assistance of A&F HO

• A&F data Analysis: Responsible for providing A&F data and analysis to Program team and A&F HO as required, in timely and accurate manner to assist in decision making.

• A&F Help Desk: Assisting staff at state/project office and other locations within the state/project to resolve queries and troubleshoot administrative, finance activities

B. QUALIFICATION AND EXPERIENCE:
• MBA with Major in Finance or CA or ICWA.
• Work experience between 5-8 years with profile in accounting and finance function.
• Preference would be given to candidates’ which possess relevant accounting and finance function experience in the development sector.

C. SKILLS: 
• Desire to contribute to improved public health in India. 
• Strong leadership and managerial skills.
• Excellent interpersonal and people management skills.
• Eye for detail, multi-tasking ability with an analytical and methodical approach.
• Excellent communication skills both oral and written.
• Good computer skills.
• Highest integrity, maturity and professionalism.

D. COMPETENCIES:
1. Customer Service Orientation: See PSI from the client point of view; keep client needs paramount when making decisions and taking action; think beyond current client base; understand the forces that impact PSI, those we serve and those we could serve in the future. (Client refers to all internal/external stakeholders and customers); works closely with the people PSI serves to find out what they value the most. 
2. Build strong work relationship: Develop and sustain positive relationships with others; build connections with others based on an in-depth understanding of their needs and concerns; establish networks; maintains ongoing contact with internal and external clients 
3. Technical expertise: Experience of doing recruitments independently of middle and senior level positions. Sound knowledge of HR operations at a large organization 
4. Results Focused: Move focus from analysis to action; show persistence to overcome obstacles; take immediate action to solve problems; ensure follow through. Persists to overcome obstacles 
5. Attention to Detail: Ensure that all important details of a situation are attended to; develop and follow systems to keep things in order. Requests or seeks data or back-up information to support others’ assumptions 

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of race, religion, national origin, sexual orientation or disability.

For Apply: rec20@psi.org.in

Last Date: 08 Oct 2014