Finance & Admin Officer - Inclusion Economics India Centre at IFMR

About the organization

Inclusion Economics India Centre (IEIC) is an initiative affiliated with Inclusion Economics at Yale University (YIE), founded and based out of the Yale Economic Growth Center and MacMillan Center. IEIC is based at the Institute for Financial Management and Research (IFMR) Society.

Inclusion Economics’ vision is a world where research and dialogue ensure economic justice, social opportunity and environmental protection. Drawing upon economics, political science, and related fields, we conduct cutting-edge research to understand how policy can promote inclusive, accountable economies and societies. Our core research focuses on gender as it relates to labour economics and broader economic empowerment; political economy and governance; and climate and environmental economics. We also aim to build a culture of evidence and increase data literacy in the public sector, strengthening leaders’ ability to identify and implement evidence-informed policies. Throughout the research life cycle, we engage closely with policy counterparts to ensure we address questions of immediate relevance, and we regularly communicate data-driven insights with policy counterparts and the general public.

The role

The Finance & Admin Officer will provide essential finance and administrative support to ensure smooth operations across IEIC projects and offices. The position serves as the main point of contact for Research Managers and other IEIC staff on purchases, reimbursements, and staff payments. The role will also support the Finance and Admin Manager in maintaining procurement trackers, and reviewing collecting and maintenance of vendor databases. On the administrative side, the role manages pre and post-procurement processes, updates asset and stock registers, oversees office advances and supplies for Delhi and other regional centres in Patna and Bhopal.

Responsibilities

• Finance
  • Be a single point of contact for Research Managers (RMs) for submission of all purchase and reimbursement requests. Coordinate with RMs and field teams for staff-related payments and reimbursements, follow-up for original documents, and ensure that all documents are compiled as per IEIC policies and procedures, reviewed (1st level of check) and submitted to Finance and Admin Manager (2nd level of check).
  • Ensure uploading of bills and invoices of vendors in Zoho expense management software and their processing.
  • Assist FAM (Finance and Admin Manager) in updating the stock register, stationery and FA register, pantry and housekeeping supply register and vendor database .
  • Maintain Zoho expense management software and perform regular follow-up with IFMR corporate office to ensure timely payment to staff, utility bills and vendors.
  • Managing office advance efficiently and effectively and ensures its timely settlement.
  • Sharing payment details to vendors/service providers.
  • Ensure the staff select the appropriate ledger codes which should be aligned with the donor budget.
• Administration and Procurement
  • To be involved in the procurement process, accomplishing tasks like draft purchase orders, searching new vendors, sending RFPs, following up with vendors.
  • Manage post-procurement processes:
    • Follow-up with vendor for delivery of goods and services as per Purchase Order (PO) and Invoice
    • Indexing procurement documents
    • Preparation of taxi/other service contracts as per organisation policies
  • Assist FAM in supporting office administration in other locations.
  • Coordination with Zoho, MMT and Uber along with trouble shooting as and when required.
  • Supporting the management of office equipment such as printers, copiers, and computers.
  • Supervise the staff travel desk management when the staff designated to manage this function is on leave.
  • Ensure seamless coordination and logistics for all internal and external meetings.
  • Assisting with travel and accommodation arrangements for staff and national/international guests traveling to various locations for events and workshops.
  • Supporting the onboarding of new joiners related to finance and admin functions.
  • Assisting in the execution of employee engagement activities such as birthdays, office celebrations, and ensuring appropriate food arrangements.
  • Conduct real-time updating of fixed asset register and asset custodian form. Ensure tagging of assets and disposal as per policy. Assist FAM in conducting fixed asset verification at least twice in a year. 
  • Perform additional tasks delegated by FAM from time to time as per requirement.

Qualification

• Bachelor’s degree in Finance, Accounting, or related field with at least 7-10 years of exp. in a similar role.
• Should be well-versed with Excel and other MS Office applications.
• Strong numerical and analytical skills.
• Strong understanding of finance and procurement processes, and preparing various types of reports as and when required.
• Good communication and coordination skills
• Ability to work with multiple teams and manage expectations of various internal stakeholders.