Finance, Administration & Supply Chain Coordinator

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Job Description:

Job Title: Finance, Administration & Supply Chain Coordinator (FASC)
Position Reports To : Project Officer

Primary Purpose of Job:
Generate accurate and timely reports for ensuring high stewardship, accountability and compliance to WV-India policies and statutory requirements to the entire satisfaction of all stake-holders. Provide technical support in planning and budgeting as per Learning through Evaluation, Accountability and Planning (LEAP) standards in arriving the best cost effective Area Development Programme budget, data processing through Sun6 as per Generally Accepted Accounting Principles (GAAP) / Indian Accounting Standard (Ind AS) and to perform wide variety of regular and recurring logistic, procurement and specific accounting functions.

Key Deliverables: 1.Compliance to Internal Control Systems and statutory requirements. 2. Financial Accounting & Reporting. 3.Budgeting and monitoring the budget. 4.Procurement support 5. Administration and Logistics Support

Key Accountabilities Measurements Time Spent on each KPI:-

Compliance to Internal Control Systems and statutory requirements - 20% 1. Deduction of tax as applicable and book it by using appropriate vendor codes. TDS template reconciled with Sun System (230A/C) and completed in all aspects be sent to Finance Manager on time. Issue TDS certificate (Form16A) to vendors on time and take acknowledgement (with date) in office copy for record. 2. Ensure all Internal/ External Audit/donor audit/Utilization Certificate preparation is adhered. 3. Ensure advances to project team are issued only after settling the previous one. No two advances issued simultaneously at any given point of time. Review of Aging Report on a regular basis. 4. Preparation of Asset register as per the policy.

Financial Accounting & Reporting - 20% 1. Scrutinize all bills/vouchers and documents as per standards and getting the same approved as per LOA. Attach checklist for payments. Ensure all payment request are made after preparing voucher by using the Voucher Interface in accordance with WV Policies.

2. Import all ledger entries in Sun6 on a daily basis. For COUPA related payment, generate Journal Listing from Sun6 and review the accuracy of charging.

3. Check Petty-Cash register and ensure balance cash arrived, tallied and entered in Cash Balance Register on daily basis.

4. Generating of project report on a timely manner along with the progress to be shared to the project/ implementing team for planning.

5. Regular Field Expense Ledger uploads into the site and digitalization of all the documents.
6. Review of Purchase Requisition in Coupa portal on a timely manner. Budgeting and Monitoring the budget - 20% 1. Provide input in the Preparation of Cost & Program effective Annual Budget as per standards and also in amending the existing budget with needed approvals as per Levels of Authority (LOA) before implementation. 2. Revise Annual Implementation Plan as per changes (upward or downward) in Multi-year Planning Budgeting Accounting System (MyPBAS) and getting the Plan of Action (POA) approved as per LOA. Reconcile between budget file in Sun6 and MyPBAS on a monthly basis. 3. Provide the Budget Variance Analysis Report to Project Manager on a monthly basis highlighting the variance of +/- 10% on all Year-to-Date (YTD) budget and advice funding needs. 4. Ensure to visit the field to verify on end use of resources and completion of distribution. 5. Communicate without delay on any deviation from the approved budget to Project Manager. Procurement Support- 25% 1. Maintain a record of pre-qualified suppliers for supply chain management and submit all relevant details to respective sourcing manager, including Blocked Party Screening (BPS) information. 2. Prepare Annual Procurement Plan & regular update as per need:

100% Blocked Party Screening of Vendor, Beneficiary and Volunteers & BPS pending HIT match cleared within 5 days. Weekly BPS report.
3. Issue Requests for Quotations (RFQs) to potential vendors, gather competitive bids, convene Procurement Committee Meetings, and manage all documentation related to procurement. 4. Support the Sourcing Manager in finalizing vendors, contracts, item catalogues. Admin. & Logistic Support - 15% 1. Ensure prompt delivery of goods and services on or before the due date till it reaches the end user/beneficiary by proactively engaging with sourcing manager and Vendors and update the Central distribution registers (CDR) as per WV-India guidelines and reconcile with Field Distribution Register (FDR) on a monthly basis. 2. Record and maintain all assets, ensuring its safety. Renew vehicle insurance and Annual Maintenance Contract (AMCs), office lease deed before its expiry. 3. Logistic support in organizing meetings/events and utility services (electricity, water, janitorial functions etc.).

Role Requirement:- Skills - the leadership skills to do the job 1. Budgeting skills 2. Analytical skills 3. Coordination Skills 4. Negotiation Skills 5. Communication Skills 6. Attention to detail 7. Interpersonal Skills

Knowledge & Qualifications- the specific qualifications and knowledge required 1. Bachelor’s degree in Commerce - Essential 2. Post-Graduation in Commerce – Preferable 3. Budgeting & Financial Reporting - Essential 4. Good Working knowledge in MS Excel - Essential 5. Working knowledge on Sun System – Preferred 6. Knowledge in tax laws and statutory compliance - essential. 7. Conversant with computerized accounting packages - preferred

Experience - the experience gained - including environment, timeframe and context 1. Minimum 3 years of experience in independently handling Finance and accounts. 2. Willingness to be flexible with hours when necessary and able to travel often in the field (75% of the time). 3. Take up any additional responsibilities when required.