Finance & Admin Associate

Peepul India; Bhopal, New Delhi; On-site; INR 350,000 - 520,000; Full time

Job summary

Peepul India is seeking a Finance Admin Associate to support day-to-day financial and administrative operations from Bhopal/Delhi. The role involves accurate accounting, payment processing, reconciliations, and donor/compliance support in line with policies and regulations.

The successful candidate will work closely with programme and support teams to ensure financial processes are completed efficiently, accurately and in accordance with organisational policies and donor requirements.

Qualifications

• Educational Background: Bachelors degree in Commerce, Finance, Accounting, Business Administration or a related discipline. Post graduate qualification will be an advantage.
• Work Experience: 2-5 years in finance/accounts and administration; NGO/development sector desirability.
• Other Skills: Experience with accounting software/ERP; strong MS Excel and MS Office; attention to detail and accuracy; ability to manage multiple tasks and deadlines.
• Preferred Experience: NGO or project accounting, donor-funded projects, procurement and vendor management, audits.

Responsibilities

• Record day-to-day financial transactions in the accounting/ERP system.
• Prepare and maintain payment vouchers, journal vouchers and other accounting records.
• Verify invoices, bills, employee claims and supporting documents before processing.
• Process employee reimbursements, advances and settlements.
• Maintain vendor and employee financial records.
• Perform bank, cash and ledger reconciliations.
• Monitor outstanding advances, receivables and payables.
• Support monthly and year-end closing of accounts.
• Ensure proper accounting codes, cost centres, programmes and donor/project codes are used.
• Cash Management - Process payments in accordance with approved financial procedures and delegation of authority.
• Verify approvals and supporting documentation before initiating payments.
• Maintain payment trackers and monitor pending payments.
• Assist in bank payment processing and reconciliation.
• Monitor petty cash and ensure timely recording and replenishment.
• Follow up on advances and ensure timely settlement.
• Administrative Support - Support day-to-day office administration and coordination.
• Maintain office records, contracts, licences, registrations and other administrative documents.
• Coordinate procurement of routine office supplies and services.
• Maintain vendor/service-provider records and coordinate with vendors.
• Support arrangements for meetings, workshops, events and office activities.
• Assist in travel and logistics coordination as required.
• Maintain records of office assets, equipment and other administrative resources.
• Support periodic physical verification of office assets.
• Coordinate maintenance, repairs and servicing of office equipment and facilities.
• Support office housekeeping, security and other facility-related requirements.
• Procurement Vendor Coordination - Obtain quotations and supporting documents as required under procurement procedures.
• Maintain procurement files and vendor documentation.
• Assist in comparative statements and purchase documentation.
• Coordinate with vendors for delivery, invoices and payment-related documentation.
• Maintain a database of approved/regular vendors.
• Ensure procurement processes comply with organisational policies and approval requirements.
• ERP, MIS Documentation - Ensure timely and accurate entry of financial and administrative information in the system.
• Maintain electronic and physical finance and administration records.
• Support generation of routine finance and administrative MIS.
• Assist in improving documentation and filing systems.
• Ensure confidential financial and employee-related information is appropriately maintained.

Skills

Attention to detail

Time management

Analytical thinking

Communication skills

Education

Bachelor's degree in Commerce/Finance/Accounting/Business Administration

Tools

Accounting software/ERP

MS Excel

MS Office

Job description

Job Summary

Nature of employment: Full-time. Reporting to: Finance/Admin Officer. Location: Bhopal/Delhi. The Finance Admin Associate will support the organisation's day-to-day finance and administrative operations. The role will be responsible for accurate accounting, payment processing, reconciliations, financial documentation, budget and compliance support, along with routine office administration and coordination. The position will work closely with programme and support teams to ensure that financial and administrative processes are completed efficiently, accurately and in accordance with organisational policies, donor requirements and applicable statutory regulations.

Responsibilities

• Finance Accounting - Record day-to-day financial transactions in the accounting/ERP system.


• Prepare and maintain payment vouchers, journal vouchers and other accounting records.


• Verify invoices, bills, employee claims and supporting documents before processing.


• Process employee reimbursements, advances and settlements.


• Maintain vendor and employee financial records.


• Perform bank, cash and ledger reconciliations.


• Monitor outstanding advances, receivables and payables.


• Support monthly and year-end closing of accounts.


• Ensure proper accounting codes, cost centres, programmes and donor/project codes are used.


• Cash Management - Process payments in accordance with approved financial procedures and delegation of authority.


• Verify approvals and supporting documentation before initiating payments.


• Maintain payment trackers and monitor pending payments.


• Assist in bank payment processing and reconciliation.


• Monitor petty cash and ensure timely recording and replenishment.


• Follow up on advances and ensure timely settlement.


• Administrative Support - Support day-to-day office administration and coordination.


• Maintain office records, contracts, licences, registrations and other administrative documents.


• Coordinate procurement of routine office supplies and services.


• Maintain vendor/service-provider records and coordinate with vendors.


• Support arrangements for meetings, workshops, events and office activities.


• Assist in travel and logistics coordination as required.


• Maintain records of office assets, equipment and other administrative resources.


• Support periodic physical verification of office assets.


• Coordinate maintenance, repairs and servicing of office equipment and facilities.


• Support office housekeeping, security and other facility-related requirements.


• Procurement Vendor Coordination - Obtain quotations and supporting documents as required under procurement procedures.


• Maintain procurement files and vendor documentation.


• Assist in comparative statements and purchase documentation.


• Coordinate with vendors for delivery, invoices and payment-related documentation.


• Maintain a database of approved/regular vendors.


• Ensure procurement processes comply with organisational policies and approval requirements.


• ERP, MIS Documentation - Ensure timely and accurate entry of financial and administrative information in the system.


• Maintain electronic and physical finance and administration records.


• Support generation of routine finance and administrative MIS.


• Assist in improving documentation and filing systems.


• Ensure confidential financial and employee-related information is appropriately maintained.

Key Deliverables

• Accurate and timely accounting entries.


• Timely processing of payments and employee claims.


• Regular bank and ledger reconciliations.


• Proper maintenance of financial and administrative records.


• Timely budget and expenditure tracking.


• Complete documentation for donor, statutory and internal audits.


• Effective management of routine office administration.


• Updated vendor, asset and administrative records.


• Compliance with finance and administrative policies and procedures.

Qualifications and Role Requirements

At Peepul, we seek talented professionals passionate about driving educational transformation and making a positive impact. We are looking for individuals who possess the following qualifications and meet the role requirements:

• Educational Background: Bachelors degree in Commerce, Finance, Accounting, Business Administration or a related discipline. Post graduate qualification will be an advantage.


• Work Experience: We value both professional and personal experience. Candidates with 2-5 years of relevant experience in finance/accounts and administration. Experience in an NGO/development-sector organisation will be desirable.


• Other Skills: Experience with accounting software/ERP is preferred. Good working knowledge of MS Excel and other MS Office applications. Strong accounting and numerical skills, good attention to detail and accuracy, and the ability to manage multiple tasks and deadlines.


• Preferred Experience: Prior exposure to NGO or project accounting, donor-funded projects, FCRA-related financial processes, budget monitoring and reporting, procurement and vendor management, office administration and asset management, or audit coordination will be an added advantage.

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.