Senior Operations and Finance Associate

We at CivicDataLab (CDL) work with the goal to use data, tech, design and social science to strengthen the course of civic-engagements in India. We work to harness the potential of the open-source movement to enable citizens to engage better with public reforms. Our work is centered around building data strategy, data platforms and data science applications to push data-driven decision-making at scale. Moreover, we work closely with governments, non-profits, think tanks, media houses, academia and more to build overall data and tech capacity.

What are we looking for?

We are currently looking for a Senior Operations and Finance Associate to work on our Organisational Operations and help streamline our day-to-day operations and company administration at our Delhi Office under the guidance of the Associate Finance and Operations Lead, along with close coordination with the People and Culture Manager.

We are looking for someone with a minimum of 3 years of experience in company administration and operations management, and graduated/post-graduated with a Commerce and/or Finance and Management background to apply for this role.

Our Commitment to Diversity

We are committed to inclusive hiring and strongly encourage applicants from diverse and under-represented gender and caste identities and/or socio-cultural backgrounds to apply for this role. Our organisational policies are gender neutral, including the POSH policy and leave policy.

Requirements

CDL Office Administration

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  Manage the day-to-day operations at our Delhi Office (currently 3 days a week)

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  Ensure the in-person office Guidelines Policy is put into practice with the help of the People and Culture Manager.

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  Monitor and help address any operational gaps/issues faced by employees in the office space.

Events, Travel and Logistics

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  Responsible for all logistics related to events hosted by CDL in Delhi (or anywhere within India)

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  Collaborate with the respective POC to ensure the event is hosted successfully - this would include, but not limited to the below:

• Ensuring the events have a prior Budget limit (project/non-project based)
  
• Figuring out the venue, accessibility and logistics
  
• Responsible for advancing payments for the Venue, Catering, Technical requirements, etc.
  
• Help with curating or preparing any Outreach and Memorandum material - eg, Printing of pamphlets, reports, etc
  
• Responsible for booking all travel associated with the event within the Budget available for the respective event.
  
• Communication with the Event Partner regarding event requirements/payment updates, etc.
  
• Assist with any Visa application procedures for members and guests travelling internationally – The applicant should have a passport for themselves (non-negotiable)

Organisational Operations

Internal Finance Management

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  Responsible for monthly Payroll approval and processing of payments in close coordination with the Executive Director and processing of other Vendor payments as applicable

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  Work with the Executive Director to close all priority payments, including Monthly Statutory payments etc

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  Knowledge of basic statutory tax payments and its applicability, ensuring the same are paid on time. Eg: TDS, GST and Professional Tax payments, etc

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  Review and approve all Expense Reports submitted by Employees along with the help of Finance lead as per the Policy.

Accounting Responsibilities

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  Should have a good working knowledge of preparing and maintaining Books of Accounts as per the Companies Act, 2013 and latest Schedule VI.

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  Clear understanding of Accounting concepts and principles, which is essential for Tally data entry

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  Ability to extract reports from the software and present a meaningful summary of fund flow across projects and organisation

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  Experience in Asset management and its depreciation aspects

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  Responsible for the Statutory audit and Annual filing as per the timelines

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  Monthly review of receipts and expenses to understand the P&L situation throughout the financial year

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  Responsible for sharing the monthly accounting data with the company's CA and ensuring both are in sync from time to time.

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  3+ years of experience in managing operations, finance and/or human resource responsibilities at startups

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  Prior experience in managing payroll, expenses and other organisation-wide operations.

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  Prior experience of working with government platforms like GST, EPFO, Professional Tax and others

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  Prior experience of working with operation management software like Zoho, Tally Prime ERP, etc

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  Oral and written fluency to work with Hindi and/or other Indian languages along with English

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  Fluency in English and excellent writing and communication skills

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  Strong planning and organisational skills, and the ability to be able to set priorities, plan timelines and meet deadlines

Benefits

How we work

CivicDataLab has its base location in Delhi, while having satellite offices in Guwahati and Himachal Pradesh. We follow a hybrid model where our bandhus work out of office for a minimum of 3 days a week. We use open-source tools and agile methodologies in organising our work.

Perks of Working with Us

Wellness Allowance

At CivicDataLab, we always emphasise the wellness of our bandhus. This includes any Expenditure done for the purpose of Wellness Setup except Any financial instrument, any expense that can be claimed as a deductible expense under Income Tax rules, any goods and services that attract a combined tax, cess or duty of more than 28%. If you're interested in taking classes that enhance your overall physical or mental well-being, you have an INR 60,000 limit to do so.

Professional growth and development Allowance

At CivicDataLab, we encourage everyone to take up things that help one grow professionally, and you get an annual kitty of INR 60,000 to do so. This includes attending or speaking at conferences and workshops, taking courses, acquiring hardware or software licenses or even joining summer schools.