Position: Program Support Manager

Organization: International Not-for-profit Organization (INPO)

Location: Lucknow, or Bhubaneshwar, or Chennai

Apply: https://recruitment.samshrm.com/Jobs/INPO

JOB DESCRIPTION/ RESPONSIBILITIES:

Reporting to the Head Programs, the Program Support Manager (PSM) shall be responsible for ensuring smooth operations to support all ongoing projects of the Program Unit (PU).

The PSM is expected to be responsive and proactive to operational requirements, plan, facilitate and monitor the work of program support, ensure compliance with external requirements, local laws and regulations, as well as the organization’s contractual obligations to counterparts and partners.

The incumbent shall also safeguard the organization’s business interests, providing effective first level stewardship of the organization’s staff, resources, and assets. S/he will also provide support to the Head Programs in ensuring program delivery and compliance, and maintain good relations with external stakeholders.

The PSM will be the point person for internal and external audits. S/he will also help create an organized, cost effective and unified program support team and help resolve conflicts in agreement with various project units to ensure quality service delivery.

Key Job Responsibilities:

(A) FINANCE

(1) Ensure understanding and adherence to the finance manual and procedures;

(2) Supervise finance staff and ensure financial transactions are recorded in a timely fashion;

(3) Assume responsibility for funds availability and liaise with Head Office for timely replenishments;

(4) Manage receivables and payables;

(5) Oversee monthly closing, ensuring all transactions for the month are recorded and deadlines set by Head Ofice are met;

(6) Ensure statutory compliances are adhered to in accordance with prescribed deadlines;

(7) Timely preparation of budgets and quarterly pipelines in coordination with the PU;

(8) Monitor the utilization of funds by partner NGOs;

(9) Monitor the performance of project/ program activities in financial terms vis-à-vis budgets, forecasts, donors and organizational and/or other constraints;

(10) Develop and implement MIS to bring potential and real financial issues, risks and opportunities to the attention of senior management;

(11) Ensure statutory/ regulatory compliances (eg FCRA and Income Tax, etc.), monthly closing, vendor and bank reconciliations etc. are strictly followed in a timely manner.

(B) PROCUREMENT

(1) Supervise the procurement function to ensure complete integrity and transparency in vendor selection and orders placement, so that the best value is obtained;

(2) Adherence to the procurement manual and vendor employment process;

(3) Timely and accurate payments to vendors, as well as track leases and other agreements for their timely renewal;

(4) Quick turnaround on procurement requests;

(5) Develop MIS to assure best buying practices and process efficiency.

(C) ADMINISTRATION

(1) Ensure availability and understanding of administrative policies and processes eg. Procurement, Property, Vehicles, Safety & Security and General Administration;

(2) Ensure that assets/ property items procured/ already in possession, are properly accounted for and insured as per policy requirements. Periodically review AMCs (for Pest Control, Computers and UPS, ACs, Telephone/ Fax, etc.) and keep them ‘live’ at all times;

(3) Manage vehicle administration, ensuring proper maintenance, usage, and cost optimization;

(4) Upkeep and maintenance of office premises and proper working of facilities like telephone system, photocopying machines, and furniture, to provide the best possible physical environment for staff to discharge their duties;

(5) Ensure safety measures against fire, theft, etc. are in place and fully functional;

(6) Support to project/ fundraising offices enabling their effective functioning;

(7) Implement cost efficient operating/ outsourced models to cater to expansions and new area interventions;

(8) Timely and appropriate resolution of legal cases, safeguarding organizational interests.

(D) HUMAN RESOURCE MANAGEMENT

(1) Ensure the availability and accessibility of HR Manual to staff in the PU/ Program Office; Clarify manual to staff, taking help of HO where necessary;

(2) Coordinate hiring of staff as per HR policies;

(3) Coordinate orientation/ induction of staff;

(4) Review availability of job descriptions (JD) for all program support staff; Ensure that performance plans and performance metrics are developed and agreed between supervisors and supervisees, for concerned staff;

(5) Ensure compliance with Gender Equality and Diversity (GED) and Anti-Harassment Policies of the organization.

(F) INTERNAL CONTROL

(1) Facilitate internal/ external audit;

(2) Ensure accounting and related systems, comply with the prescribed procedures;

(3) Coordinate all internal and external (regulatory) compliance activities with external auditors; Assure adoption of best practices;

(4) Coordinate with Internal Audit for the completion of periodic audits of NGO partners, including due diligence assessment, and appropriate follow-up actions; Act as POC for coordinating audits conducted in PU finance function; Respond to audit queries;

(5) Audit all finance and administrative transactions, on a monthly basis;

(6) Update top management about responses to internal auditors, compliance reports, etc.

(G) EMERGENCY COORDINATION

(1) Visit emergency sites and liaise with local authorities;

(2) Communicate with HO obtaining guidance on appropriate response;

(3) Provide information inputs to Emergency Response Unit at HO, for representations to donors/ top management for the release of funds for dealing with the emergency;

(4) Complete required documentation, like official requests from government authorities;

(5) Ensure pre-positioning of stocks at strategic locations and facilitate immediate movement of stocks to concerned sites for distribution.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualification
Applicants must be Masters/ Post-Graduate in Finance, or Business Administration, or related field.

Experience
10 years of experience, of which five years’ must be in managerial roles, supervising staff in most of the areas mentioned above.

Skills and Competencies

(1) Financial management skills;

(2) Procurement planning and management skills;
(3) Familiarity with online ERP platform;

(4) Ability to plan and organize a large workload that includes complex and diverse tasks;

(5) Willingness to travel 40-50% of time to project locations for official purposes;

(6) Liaison and representation skills;
(7) Problem solving, decision making and delegation skills;
(8) Excellent oral and written communication skills (English, Hindi and any relevant regional language);
(9) Leadership skills, including ability to supervise and motivate staff;
(10) Ability to coach, mentor and provide guidance;
(11) Team building skills;
(12) Familiarity with development sector procedures and practices, is preferred.

5. COMPENSATION OFFERED:

Gross compensation budgeted for the position ranges from Rs. 12-16 lacs per annum. Offer made to the selected candidate shall be commensurate with qualifications, experience and salary history.