Finance and Administration Assistant

Overview:
Jhpiego is a nonprofit global health leader and Johns Hopkins University affiliate that is saving lives, improving health and transforming futures. We partner with governments, health experts and local communities to build the skills and systems that guarantee a healthier future for women and families. Jhpiego translates the best science and practice into moments of care that can mean the difference between life and death for women and families. The moment a woman gives birth; the moment a midwife helps a newborn to breath. Through our partnerships, we are revolutionizing health care for the world’s most disadvantaged and vulnerable people.

In India, Jhpiego works across various states in close collaboration with national and state governments, providing technical assistance in the areas of family planning, maternal and child health, strengthening human resources for health, and non-communicable diseases. These programs are funded by USAID, Bill & Melinda Gates Foundation, David & Lucile Packard Foundation, Children’s Investment Fund Foundation (CIFF), MSD for Mothers and other anonymous donors.

Jhpiego is hiring for the position of Finance and Administration (F&A) Assistant based at Guwahati. The F&A Assistant will work with the staff based in North east region and India Country Office to assist in the implementation of activities and support F&A functions. The position will report directly to F&A Officer at Guwahati.

**Responsibilities**:

- Serve as key contact person for retrieval of financial, administration and procurement records of State
- Provide day-to-day financial and administrative support to the State office.
- Prepare and review of QBE Vouchers, with the accuracy of GL/ION and calculations of TDS for all vendors including NEFT details as well as uploading for payment in S2B Portal accordance with Jhpiego’s Financial Management Guidelines including DOA.
- Payment disbursement including preparing forms and receipts for approval and payment of personal reimbursements, travel reimbursements, consultant payments and travel/project advances of the staff.
- Regular follow up with staffs and vendors for timely submission of bills and claims.
- Communication to vendors/staffs about payments made, and recording information in relevant database.
- Review activity budgets, release advances according to the policy.
- Review invoices received from staff against their advances for conducting training/workshop and its liquidation upon submitting expenses and supporting document by the concerned staff.
- Review financial documents such as vendor invoices, Staff claims, Consultant payment and other routine expenses vouchers to ensure the completeness, accuracy, and validity of financial data.
- Maintain proper documentation of all financial transactions, filing of accounting documents and accounting records compatible with standard accounting practice of Jhpiego and Donor Guidelines.
- Support in preparing and submitting financial reports and others as and when required.
- Support in the project closure activity by ensuring to book all expenses at the time of project close out.
- Manage petty cash as per Jhpiego policy Procedure; prepare timely voucher, ledger and summary as well as timely submission of replenishment.
- Orientation of financial policies and procedures to newly joined staffs and keep updating.
- Support in the full and final settlement of staffs.
- Support to programme team for various activities like communication, coordination and budgeting, which would be required for planning and conducting program activities, overseeing workshops/Trainings/Conferences logistic arrangements.
- Oversee logístical arrangements for routine field travels of the state program staff, hotel bookings for staffs, and any other support require from field staffs.
- Maintain Supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Tracking of Inventory/Assets through intellitrack software i.e. issued to staffs, movement of assets, regular updating, prepare documentation for handing over and taking over by the staffs.
- Support to ICO for annual physical verification of inventory/assets of the state through intellitrack.
- Support in initiation and finalization of the procurements as and when required by programmatic and state office operational activities i.e. Services contracts, TSC, IT assets, Kits & drugs as per Jhpiego policy procedure.
- Support in preparing POs as per limit assigned and getting approval from competent authority and Maintain PO status and tracking.
- Ensure to timely delivery of services and goods.
- Support in empanelment of hotels in state and programmatic area.
- Support to develop and maintain vendor database.
- Support in managing general up-keep of state office including housekeeping, security, lease agreements & renewals, AMCs of office equipment, pantry,