Finance & Admin Associate

Nature of employment: Full-time

Reporting to: Finance/Admin Officer

Location: Bhopal/Delhi

About Peepul

6.5 million students. 291,000 teachers.
90,000+ schools. That’s the scale of what Peepul is changing — and this role
sits at the centre of it. Peepul is an education non-profit working with state
governments in Delhi and Madhya Pradesh to drive systemic reform at scale.
We’ve received international recognition — including the Commonwealth Education
Award for Innovation — and are backed by India’s leading CSR funders and global
partners. Our model is simple: embed, deliver, measure anchored in system-level
change, in partnership with governments. We are a growing organisation with an
ambitious strategy and a strong evidence base. Join us in our mission to create
a world where every child has equal access to high-quality education. Learn
more about our transformative work at http://peepulindia.org

About the Role

The Finance & Admin Associate will
support the organisation's day-to-day finance and administrative operations.
The role will be responsible for accurate accounting, payment processing,
reconciliations, financial documentation, budget and compliance support, along
with routine office administration and coordination.

The position will work closely with
programme and support teams to ensure that financial and administrative
processes are completed efficiently, accurately and in accordance with
organisational policies, donor requirements and applicable statutory regulations.

Responsibilities would include (but not
limited to):

A. Finance & Accounting

•       Record day-to-day financial transactions
in the accounting/ERP system.

•       Prepare and maintain payment vouchers,
journal vouchers and other accounting records.

•       Verify invoices, bills, employee claims
and supporting documents before processing.

•       Process employee reimbursements, advances
and settlements.

•       Maintain vendor and employee financial
records.

•       Perform bank, cash and ledger
reconciliations.

•       Monitor outstanding advances, receivables
and payables.

•       Support monthly and year-end closing of
accounts.

•       Ensure proper accounting codes, cost
centres, programmes and donor/project codes are used.

D. Payments & Cash Management

•       Process payments in accordance with
approved financial procedures and delegation of authority.

•       Verify approvals and supporting
documentation before initiating payments.

•       Maintain payment trackers and monitor
pending payments.

•       Assist in bank payment processing and
reconciliation.

•       Monitor petty cash and ensure timely
recording and replenishment.

•       Follow up on advances and ensure timely
settlement.

E. Administrative Support

•       Support day-to-day office administration
and coordination.

•       Maintain office records, contracts,
licences, registrations and other administrative documents.

•       Coordinate procurement of routine office
supplies and services.

•       Maintain vendor/service-provider records
and coordinate with vendors.

•       Support arrangements for meetings,
workshops, events and office activities.

•       Assist in travel and logistics
coordination as required.

•       Maintain records of office assets,
equipment and other administrative resources.

•       Support periodic physical verification of
office assets.

•       Coordinate maintenance, repairs and
servicing of office equipment and facilities.

•       Support office housekeeping, security and
other facility-related requirements.

F. Procurement & Vendor Coordination

•       Obtain quotations and supporting documents
as required under procurement procedures.

•       Maintain procurement files and vendor
documentation.

•       Assist in comparative statements and
purchase documentation.

•       Coordinate with vendors for delivery,
invoices and payment-related documentation.

•       Maintain a database of approved/regular
vendors.

•       Ensure procurement processes comply with
organisational policies and approval requirements.

G. ERP, MIS & Documentation

•       Ensure timely and accurate entry of
financial and administrative information in the system.

•       Maintain electronic and physical finance
and administration records.

•       Support generation of routine finance and
administrative MIS.

•       Assist in improving documentation and
filing systems.

•       Ensure confidential financial and
employee-related information is appropriately maintained.

3. Key Deliverables

•       Accurate and timely accounting entries.

•       Timely processing of payments and employee
claims.

•       Regular bank and ledger reconciliations.

•       Proper maintenance of financial and
administrative records.

•       Timely budget and expenditure tracking.

•       Complete documentation for donor,
statutory and internal audits.

•       Effective management of routine office
administration.

•       Updated vendor, asset and administrative
records.

•       Compliance with finance and administrative
policies and procedures.

4. Qualifications and Role
Requirements:

At Peepul, we seek talented professionals
passionate about driving educational transformation and making a positive
impact. We are looking for individuals who possess the following qualifications
and meet the role requirements:

•       Educational
Background: Bachelor's degree in Commerce, Finance,
Accounting, Business Administration or a related discipline. Post graduate
qualification will be an advantage.

•       Work Experience: We value both professional and personal experience. Candidates
with 2–5 years of relevant experience in finance/accounts and administration.
Experience in an NGO/development-sector organisation will be desirable.

•       Other Skills: Experience with accounting software/ERP is preferred. Good working
knowledge of MS Excel and other MS Office applications. Strong accounting and
numerical skills, good attention to detail and accuracy, and the ability to
manage multiple tasks and deadlines.

•       Preferred
Experience: Prior exposure to NGO or project
accounting, donor-funded projects, FCRA-related financial processes, budget
monitoring and reporting, procurement and vendor management, office
administration and asset management, or audit coordination will be an added advantage.

How to apply

You will be required to upload:

•       Your CV: Please ensure that your CV
provides relevant information about your professional and personal experience
and details of your academic qualifications. CVs can be one to two pages in
length.

•       A cover letter: We highly encourage you to
use your cover letter to showcase your specific interest in working for Peepul
and demonstrate how your qualifications align with the role you are applying
for. A tailored cover letter holds significant importance in Peepul's
recruitment process as it enables us to comprehend your motivations for the
position, your relevant skills, and the clarity of your writing.

For any further queries related to our
hiring process and timelines, please contact us at [email protected].