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Employee Contract Type:
Empleado de Plazo Determinado (duración determinada)
Job Description:
Job Title: Finance, Administration & Supply Chain Coordinator (FASC)
Position Reports To : Project Officer
Division: Finance and Corporate Services
Department: Finance
Unit: AP/Project
Location: ADP / Field Office - Ramanathapuram
Next up Manager : Manger-Finance (60%) & Manager-Sourcing (40%)
Direct Reports : NA
Indirect Reports: NA
Financial Accountability: < 2 Crores.
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
Travel Requirement : 15 Days in a Year
Locations :Domestic
Role Balance:
People – percentage of time getting things done through others
30%
Scheduling – planning, coordinating 20%
Technical – delivering based on knowledge and skills 50%
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:
FASC need to adhere 100% to the established timelines as per the guidelines, ensuring that all the data submitted to the Finance Manager is accurate. A toleration level of up to 2% on occasion is acceptable but the goal is absolute precision.
2. Ensure all Internal/ External Audit/donor audit/Utilization Certificate preparation is adhered:
A target of 90% accuracy is set in the preparation of Financial Statement. These documents must be thoroughly prepared and submitted for Finance Manager for review.
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:
100% review of staff advance to be done before the next advance is released to the staff.
4. Preparation of Asset register as per the policy:
Expect to achieve at least 95% accuracy in updating and maintaining data in the asset register, in accordance administrative guidelines
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:
100% compliance with the standard outlined in the review of bills. This includes accurate data entry preparation and meeting the minimum standard requirements outlined in the payment checklist.
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:
Once approved, all invoices need to be uploaded in Sunsystem and COUPA within 24 to 36 hours. Journal listing need to be generated weekly thrice to check on the accuracy of data and payment is credited to the end user.
3. Check Petty-Cash register and ensure balance cash arrived, tallied and entered in Cash Balance Register on daily basis:
Petty cash need to be replenished on a monthly basis and the register need to be maintained on a 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:
FASC will present the project log frame report in the monthly staff meeting. This need to be documented in the minutes of the meeting.
5. Regular Field Expense Ledger uploads into the site and digitalization of all the documents:
Field Expenses Ledger should be uploaded on a monthly basis and the primary evidence need to be accurate and corresponds to the original documents.
6. Review of Purchase Requisition in Coupa portal on a timely manner:
Each day on the basis of notification the Purchase requisition in COUPA need to reviewed and submitted for approval.
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:
FASC to set a costing framework that is realistic, specific, contextualized and avoid conventional methods.
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:
100% to ensure approval are in place before implementation.
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:
100% revision of Budget as per the notification need to be complied with all approval as per LOA. Monthly budget reconciliation should be accurate.
4. Ensure to visit the field to verify on end use of resources and completion of distribution:
FASC will present the project budget variance analysis report in the monthly staff meeting. Any kind of deviation from the approved budget need to be reported in this meeting. This need to be documented in the minutes of the meeting.
5. Communicate without delay on any deviation from the approved budget to Project Manager:
To maintain oversight on resources usage, field visits are mandated twice a month. These visits will help in reviewing and verifying the end use of resources allocated to projects.
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:
100% Pre-Qualified supplier document submitted to Zonal Sourcing Manager while requesting for supplier code creation – India HUB/Coupa.
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:
>90% RFQ send out to vendors for procurement above 30K.
4. Support the Sourcing Manager in finalizing vendors, contracts, item catalogues:
100% PCR/RFQ/Quotes/Comparatives are submitted to Sourcing Manager for transactional and contract backed procurement in COUPA. Local Market assessment are done and reported to sourcing manager and item catalogue and contract in COUPA is up to
date.
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:
Products and services are delivered by the required date, while maintaining accurate Coupa/FDR and CDR records.
2. Record and maintain all assets, ensuring its safety. Renew vehicle insurance and Annual Maintenance Contract (AMCs), office lease deed before its expiry: No lapses in the renewal of insurance of office assets.
3. Logistic support in organizing meetings/events and utility services (electricity, water, janitorial functions etc.):
Office space and assets are in accordance with the revised Admin. Guideline (NOM). Fleet Management Reports are updated once a year and Physical Asset Verifications are conducted in March and September. Issue 12-month blanket POs for utility services in Coupa at the start of the fiscal year. Maintain active contracts for meeting venues. Review the Coupa Contract Report.
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.
Other
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
