Assistant, Administration

Position Overview:
The Assistant, Administration & Accounting will be based in field and will assist and report to Program Officer and on need basis to Associate Accounting and Admin at state level. Primary responsibilities include assisting in maintaining all aspects of the organization’s finances and accounting initiatives related to project at Field Level.

Roles and Responsibilities:
Logistical and Procurement related role:
- Logistics arrangements, sending invites, booking venues for any training /workshop/meeting for program and any other events.- Procure and ensure timely distribution of material at field level and ensure that the verification of the materials distribution is done on time by the field/program team. Do necessary documentation pertaining to distribution and verification.- Follow the procurement process of vendor identification, collection of quotation, sending to procurement committee, preparing comparative statement, and maintaining procurement register.- Prepare new contracts or renew the existing contracts of vendors by tracking the contracts end date for all the vendors.- Raising purchase/procurement request for field office supplies, regular program activities- Ensure packaging and distribution of materials at the destination and regular follow up with vendors for safe delivery of material.- Ensure the proper functioning of field office and cluster libraries.- Maintenance of Inventory registers at field.- Organize and ensure all program related travel arrangements and transportation as per the requirement.- Raise Purchase request for daily routine office grocery and stationery material and will ensure field office cleaning and functioning.- Budget tracking and provide timely alert to program team on utilization and under spending of budget.- Assist state finance team in Monthly Closing of Accounts and submission to CO.- Assist state finance team in preparation of Fund Projection and Fund Request for operation and programs with support from program team.- Verification and Finalization of bills and supporting documents for payments and send to SO for further process on day-to-day basis.- Overall responsibility of ensuring the proper and effective implementation of finance and admin related policies and guidelines at field level.

Program Implementation and Documentation Support:
- Reading all the program notes, manuals, sessions, and reports for best of your knowledge.- Extend support to Sr./Program Associates and Literacy Facilitators in organizing the Meetings/Training/Workshop; like documentation of meeting minutes, reaching out to the participants for follow up or updating them about meeting dates.- Render support to the Program Field Coordinators/Program Assistants in rolling out the community level events and district/block/school level workshop/meetings/events by documenting the meeting, clicking photographs any other support as required.- Ensure proper documentation and provide support in content typing in Telugu and English in soft copies, converting PDF files in JPEG files for further dissemination, creating folders on the SharePoint, etc.

Accounting related work:
- Overall responsibility of ensuring the proper and effective implementation of finance and admin related policies and guidelines at field level.- Support and guidance to admin assistant in procurement, logistics and other admin related works.- Budget tracking and provide timely alert to program team on utilization and under spending of budget.- Will be fully responsible to prepare program/project related annual budget with support from program team.- Verification and Finalization of bills\vouchers for payment and enter in Software on day-to-day basis.- Prepare Indirect Budget and Travel Budget independently.- Assist state finance team in preparation of Fund Projection and Fund Request for operation and programs with support from program team.- Assist state finance team in Monthly Closing of Accounts and submission to Country Office.- Assist state finance team in preparation of TDS Details (FC and Non-FC).- Preparation of Financial Statement of Expenditure against Fund Received of all programs and operations and shared with teams on monthly and quarterly basis.

Qualifications and Experience:
Required:
- Bachelor’s degree in commerce or related field- A minimum of 2 -3 years of experience in NGO in Accounting and managing Administration.- word, excel.- Working experience in Tally 7.2 or 9.- Verbal and written communication skills in English & Telugu.

Compensation:
Room to Read offers a competitive salary with excellent benefits. Benefits include thirteenth month bonus, health insurance and a retirement plan. The non-monetary compensation includes a unique opportunity to be part of an innovative, meaningful, and rapidly growing organization that is changing transforming the lives of millions of children in developing countries on literacy and gender equality in education.
- Room to Read is a Child Safe Organ