Functions

• Monitoring and Review of Project books of accounts and reports.
  
• Financial monitoring of the project partner accounts through partner quarterly reports
  
• Updating financial records  - Office cash and bank management and related records and documents vouchers, registers, bills etc all inclusive
  
• Managing regional office cash flows against plans
  

• Ensuring that appropriate internal controls are operational and follow up timely receipt of financial reports
  
• Assist the Finance Department at the state office in quarterly, and year end procedures,
  
• Monitor Regional Office budget, Maintain spreadsheets showing spend against budget, analyze and present periodical control reports to the Authorities
  

• Recording of income and expenditure on a day to day basis in the accounting software.
  
• Analyzing financial reports from project partners with support from Management.
  
• Processing and record of all payments and transfers with support from Management.
  
• Supporting the Management to review, monitor and develop appropriate financial systems.
  
• Ensured that the organization operates within the legal and financial guidelines set out in various legislations.
  

• Assisting Management  in preparing organization’s annual budget
  
• Providing monthly financial forecasts.
  
• Producing cash flow for the organization on a regular basis
  
• Responsible for the payroll of the organization
  
• Assisting the Management in regular review, financial monitoring and accounting systems and to suggest and help implement improvements that would lead to increased cost-effectiveness
  
• Closely monitor the spending patterns and alert Management when a significant deviation occurs or is likely to occur
  

• Providing monthly financial reports and forecasts to Management to maintain an overview of spending and income.
  
• Preparing other occasional reports for the Board members and donors
  
• Collating information for organization’s annual accounts
  
• Responsible for providing financial information and coordinating annual audit.
  

• Vendor Database Management (Market survey, Vendor Registration, Performance Evaluation Credibility study)
  
• Initiated Long Term Rate Contract with the service providers.
  
• Initiated Procurement Tracker and Initiated Procurement Plan (Annual/Quarter and Monthly )
  
• Documentation and System Strengthening (Issue of Request For Quotation, Comparison of Quotes, Negotiation, Issue of Purchase Order, Preparation of GRN, Quality verification , ensuring time limit, codifying the FFE number),
  

• Initiated physical verification of all assets in every quarter and taking action immediately on surplus and deficit of assets
  
• Coding of FFE number in old as well new purchased assets,
  
• Report compliance in time on all assets and ensuring proper maintenance of assets.
  
• Initiated AMC and Insurance of all high value assets of the organisation
  
• Initiated the Gate Pass system at security point in case of when assets are taken outside from the office.
  
• Initiated Assets tracking register.
  

• Initiated Long Term Rate Contract with Hotels as well as Vehicle Rental suppliers during any conference and regular use.
  
• Initiated the Economy Package declaration by the Hotels especially for CARE within the state as well as outside the state.
  
• Conducted many major state level as well as national level meetings, workshops and conference.
  
• Responsible for Personnel house holds effects transportation during any transfer of the employee inter and Intra State.
  
• Prompt and trouble free logistic and trave arrangement/management.
  
• Prompt in Railway and Air ticket booking.
  
• Prompt in vehicle allotment for internal travel by staffs.
  
• Initiated travel tracker
  

• Initiated Database  maintenance on Human Resource
  
• Facilitating the entire process of any interview like issue of call letters, written test, GD and Final Interview including logistic arrangement.
  
• Imparting Training to the new employees on CARE Policies and Manuals like HR Policy, Vehicle Manual, Personnel Manuals etc,
  
• Sending the HR updates to Head Office,
  

Administration

• Supervision of Office Messenger, Office Boy and Receptionist and Office Security.
  
• Initiated the Record maintenance at Security Point like Visitors Record, Materials Inward and Out ward Register, Gate Pass Register, Staff In-Out Register.
  
• Initiated Restriction on Visiting time for visitors.
  
• Garden Maintenance (Supervise and Instruct the Mali on garden maintenance and beautification of office premises) and Supervise the neat and Cleanliness inside the Office Premises.
  
• Ensure adherence to administrative policies and procedures help in implementation to establish appropriate levels of security and systems.
  
• Responsible for all legal contracts, office premises lease agreements, maintenance, and insurance and travel plans of staff.
  
• Maintain confidentiality at all times and ensure respect for, observance of and adherence to organisation’s confidentiality policy by all staff
  
• Any other work as agreed with the Management.
  

• Provided support to Network Members by providing support to them in maintaining books of accounts and other reporting requirements through periodic visits, etc.
  

• Maintained and foster good relations with Auditors and maintain an overview of changes in recommended accounting practice or internal or external audits