Finance & Administrative Coordinator I/II

International Food Policy Research Institute; New Delhi; On-site; INR 400,000 - 600,000; Full time

Job summary

The International Food Policy Research Institute is seeking a Finance and Administrative Coordinator I/II in New Delhi, India. This full-time position entails coordinating project logistics, managing financial records, and ensuring compliance with accounting standards. Ideal candidates will have a Bachelor’s degree in Accounting/Finance and relevant experience, along with proficiency in Tally and MS Office.

Responsibilities include preparing expense reports, monitoring deadlines, and providing administrative support across program units.

Qualifications

• Bachelor’s degree in Accounting/Finance or equivalent experience.
• Knowledge of Tally is preferable.
• Must have strong analytical skills and computer proficiency.

Responsibilities

• Coordinate logistical activities and monitor project deadlines.
• Prepare and file project budgets and expense reports.
• Maintain administrative databases and assist with audits.

Skills

Accounting/Finance knowledge

Tally proficiency

MS Office proficiency

Analytical skills

Oral and written communication

Education

Bachelor’s degree in Accounting/Finance

Associate’s degree plus relevant experience

Tools

Tally

Microsoft Office

Job description

The International Food Policy Research Institute (IFPRI) seeks a qualified candidate to serve as a Finance and Administrative Coordinator I/II within the Development Strategies and Governance Unit (DSG). This is a full time, one-year, renewable appointments based in New Delhi, India. This position will work across the units in providing support with expense reports, contract drafting & monitoring, revision of deliverables, financial reports, maintenance of books of accounts, and invoices; workshops, edit narratives; close contracts and projects. Interested applicants must have work authorization to work in India.

Essential Duties

• Project Logistical Coordination:
  • Provide logistical coordination for project activities, to include drafting and monitoring of project subcontracts, for complex Divisional projects.
  • Monitor deadlines and coordinate the receipt of collaborator deliverables and submission of donor deliverables as requested.
• Accounting Support:
  • Prepare travel and field expense reports.
  • File & monitor project budgets, collaborator and donor-approved budget expenditures, and sub-contracts.
  • Submit and monitor collaborator invoices upon submission/approval of deliverables.
  • Monitor weekly unit payments and submit updates to vendors and/or PM/PL/ project coordinators.
  • Follow-up and process invoices from centers that host Group staff.
  • Assist, as needed, on provision of monthly General Ledgers (GLs)/Project Summary Report (PSRs) to PM/PLs.
  • Submit/correct project-related expense adjustments (as needed).
• Contact Data Base Support: Maintain various administrative/unit database including Collaborator & Project main list, staff contact/emergency file, and other master files.
• Monitor SAC calendar to identify:
  • Project end-dates and eventual closeout;
  • Provide project budget burn rates to projects leaders upon request;
  • Electronic filing of documents.
  • Weekly verifications of bills for payment and uploading on IFPRI Bank website.
  • Monthly verifications of TDS sheet, GST Sheet and its calculations.
  • Monthly verifications of FER Entries and uploading on Costpoint.
  • Closeout collaborator and sub-contractor contracts after detailed verification that all deliverables have been received and all funds have been disbursed, filling in the checklist, obtaining the Project Leader signature, and importing the Close Out Form onto D4D.
  • Timely preparation of periodic financial reports and invoices for a range of donors.
  • Monitor billed and unbilled receivables for delinquent payments and billable cost.
  • Data Entry in Tally and Finalization of accounts books as per Indian Accounting standards.
  • Review monthly project status reports.
  • Address internal and external inquiries regarding project financial matters.
  • Assist with annual statutory audit.
  • Assist in preparation of budget for the proposals and projects, etc.
  • Other duties as assigned.

Required Qualifications

• At Finance and Administrative Coordinator, I: Bachelor’s degree in Accounting/Finance plus two years of relevant experience or associate’s degree plus five years of relevant experience.
• At Finance and Administrative Coordinator II: Bachelor’s degree in Accounting/Finance plus five years of relevant experience or associate’s degree plus seven years of relevant experience.
• Preference would be given to Intermediate/pursuing CA/CS/CWA.
• Knowledge of Tally is preferable.
• Demonstrated proficiency with computers: experience with MS Office, especially Microsoft Word, Outlook, Excel, and PowerPoint required. Strong analytical skills.
• Demonstrated ability to work productively within a multi-cultural team environment.
• Excellent oral and written communications skills.
• Demonstrated ability to pay diligence and follow-through to closure.
• Demonstrated experience working in a fast-paced work environment.

Physical Demand & Work Environment

• Employee will sit in an upright position for a long period of time.
• Employee will lift between 0-10 pounds.
• Employee is required to have close visual acuity to perform activities such as: preparing and analyzing data and figures; transcribing; viewing computer terminal; extensive reading.