Admin and Finance Associate

About the Company

IPE Global Ltd. is a multi-disciplinary development sector consulting firm offering a range of integrated, innovative and high-quality services across several sectors and practices. We offer end-to-end consulting and project implementation services in the areas of Social and Economic Empowerment, Education and Skill Development, Public Health, Nutrition, WASH, Urban and Infrastructure Development, Private Sector Development, among others.

Over the last 26 years, IPE Global has successfully implemented over 1,200 projects in more than 100 countries. The group is headquartered in New Delhi, India with five international offices in United Kingdom, Kenya, Ethiopia, Philippines and Bangladesh. We partner with multilateral, bilateral, governments, corporates and not-for-profit entities in anchoring development agenda for sustained and equitable growth. We strive to create an enabling environment for path-breaking social and policy reforms that contribute to sustainable development.

Role Overview:

The role involves managing financial reporting, billing, and administrative operations to ensure smooth functioning of the CCS projects and practice. Key responsibilities include preparing and maintaining financial statements, budgets, and reports, overseeing invoicing and collections, supporting audits, and ensuring compliance with organizational and statutory requirements. In addition, the position provides administrative coordination, calendar and travel management, and event logistics, while handling confidential information with discretion. The role requires strong financial management, organizational skills, attention to detail, and the ability to coordinate across teams and functions.

Roles and Responsibilities

Key Responsibilities

1. Financial Reporting & Management (30%)

2. Prepare and maintain financial statements, reports, and budgets for the CCS Projects.

3. Monitor cash flow and ensure timely and accurate reporting to the HOD, including monthly, quarterly, and annual reports.
4. Oversee accounts payable and receivable processes, ensuring compliance with internal controls.

5. Support audits, financial reconciliations, and budget tracking.

6. Billing and Invoicing (20%)

7. Coordinate billing processes, ensuring timely invoicing and collections.

8. Maintain accurate records of payments, receipts, and outstanding balances.

9. Address billing disputes or queries with clients, vendors, and internal teams.

10. Administrative Coordination (15%)

11. Provide day-to-day administrative support to employees for smooth operational functioning.

12. Manage office supplies, documentation, filing systems, and correspondence.

13. Support onboarding and coordination with HR and other departments when required.

14. Scheduling and Calendar Management (10%)

15. Coordinate meetings, appointments, and events for team members and executives.

16. Manage and organize HOD's calendar, ensuring prioritization and avoidance of scheduling conflicts.

17. Prepare meeting agendas, document minutes, and follow up on action items.

18. Travel and Event Coordination (15%)

19. Organize domestic and international travel arrangements, including flights, accommodation, and transport.

20. Coordinate logistics for conferences, events, workshops, and meetings including venue booking, catering, and other event requirements.

21. Compliance and Confidentiality (10%)

22. Ensure all administrative and financial processes comply with IPE's policies and statutory requirements.

23. Handle sensitive financial and organizational information with discretion and confidentiality.

Qualifications, Experience & Skills

• Graduate in Commerce, Business Administration, Finance, or related field.
• Postgraduate qualification (MBA/PGDM in Finance/Administration) preferred.
• Excellent communication, presentation, and writing abilities.
• Demonstrated ability to work independently and in multi-disciplinary teams
• 2–4 years of relevant work experience in finance, administration, or office management roles.
• Prior experience in development consulting/NGOs/Government/International organizations will be an advantage.
• Strong knowledge of accounting principles and financial reporting.
• Proficiency in MS Office (Excel, Word, PowerPoint); working knowledge of Tally/ERP systems desirable.
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication skills.
• Ability to work independently as well as collaboratively within a team.
• High level of integrity, discretion, and attention to detail.