We at CivicDataLab (CDL) work with the goal to use data, tech, design and social science to strengthen the course of civic-engagements in India. We work to harness the potential of the open-source movement to enable citizens to engage better with public reforms. Our work is centered around building data strategy, data platforms and data science applications to push data-driven decision-making at scale. Moreover, we work closely with governments, non-profits, think tanks, media houses, academia and more to build overall data and tech capacity.
What are we looking for?
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We are currently looking for a
Senior
Finance and Operations Associate
to work on our Organisational Operations and help streamline our day-to-day operations and company administration at our Delhi Office under the guidance of the Associate Finance and Operations Lead, along with close coordination with the People and Culture Manager.
We are looking for someone with a
minimum of 3 years of experience in company administration and operations management, and graduated/post-graduated with a Commerce and/or Finance and Management background to apply for this role.
Our Commitment to Diversity
We are committed to inclusive hiring and strongly encourage applicants from diverse and under-represented gender and caste identities and/or socio-cultural backgrounds to apply for this role. Our organisational policies are gender neutral, including the POSH policy and leave policy.
Requirements
CDL Office Administration
Manage the
day-to-day operations
at our Delhi Office (currently 3 days a week)
Ensure the in-person
office Guidelines Policy
is put into practice with the help of the People and Culture Manager.
Monitor and help address any
operational gaps/issues faced by employees
in the office space.
Events, Travel and Logistics
Responsible for all logistics related to events hosted by CDL in Delhi (or anywhere within India)
Collaborate with the respective POC to ensure the event is hosted successfully - this would include, but not limited to the below:
Ensuring the events have a prior
Budget limit
(project/non-project based)
Figuring out the
venue, accessibility and logistics
Responsible for
advancing payments
for the Venue, Catering, Technical requirements, etc.
Help with curating or preparing any
Outreach and Memorandum material
- eg, Printing of pamphlets, reports, etc
Responsible for
booking all travel associated with the event
within the Budget available for the respective event in coordination with the Travel agency (as required)
Communication with the Event Partner regarding event requirements/payment updates, etc.
Assist with any
Visa application procedures
for members and guests travelling internationally - The applicant should have a passport for themselves (non-negotiable)
Organisational Operations
Managing
physical documentation of Bills and receipts
database for the below -
Project level expenses
CDL Office expenses
Ensure all the Bills and receipts are maintained as per the accepted norms or guidelines
Responsible for execution of any
pre-contract requirements
, Contracts/MoUs with any partners in close coordination with the Directors for signatures, followed by submission to partner's office, etc.
Responsible for the coordination required for any
Banking documentation
involving Directors' signatures, followed by submission to respective Bank/branch
Expected to maintain regular
Communication with
CDL's Banking partners
, suggest best ways of Banking operations and account management, thereby ensuring good credit limit for the organisation
Work with close
coordination with the CA (audit team)
and CS team
to ensure the Books of Accounts are maintained on a regular basis.
Oversee CDL's storage space
where we have stored some of our necessities to ensure required items are taken out, used for the specific purpose and sent back to the storage unit.
Managing the internal
asset tracking system
and help with the asset requirement of Bandhus
Internal Finance Management
Responsible for monthly
Payroll approval and processing
of payments in close coordination with the Executive Director and processing of other Vendor payments as applicable
Work with the Executive Director to close all priority payments, including
Monthly Statutory payments
etc
Knowledge of basic statutory tax payments
and its applicability, ensuring the same are paid on time. Eg: TDS, GST and Professional Tax payments, etc
Review and approve all
Expense Reports
submitted by Employees along with the help of Finance lead as per the Policy.
Accounting Responsibilities
Should have a good working knowledge of preparing and maintaining
Books of Accounts
as per the Companies Act, 2013 and latest Schedule VI.
Clear understanding of
Accounting concepts and principles,
which is essential for Tally data entry
Ability to
extract reports
from the software and present a meaningful summary of fund flow across projects and organisation
Experience in
Asset management and its depreciation
aspects
Responsible for the
Statutory audit and Annual filing
as per the timelines
Monthly
review of receipts and expenses
to understand the P&L situation throughout the financial year
Responsible for sharing the
monthly accounting data with the company's CA
and ensuring both are in sync from time to time.
Skills you should bring
3+ years of experience in managing operations, finance and/or human resource responsibilities at startups
Prior experience in managing payroll, expenses and other organisation-wide operations.
Prior experience of working with government platforms like GST, EPFO, Professional Tax and others
Prior experience of working with operation management software like Zoho, Tally Prime ERP, etc
Oral and written fluency to work with Hindi and/or other Indian languages along with English
Fluency in English and excellent writing and communication skills
Strong planning and organisational skills, and the ability to be able to set priorities, plan timelines and meet deadlines
Benefits
How we work
CivicDataLab has its base location in Delhi, while having satellite offices in Guwahati and Himachal Pradesh. We follow a hybrid model where our bandhus work out of office for a minimum of 3 days a week. We use open-source tools and agile methodologies in organising our work.
Perks of Working with Us
Wellness Allowance
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At CivicDataLab, we always emphasise the wellness of our bandhus. This includes any Expenditure done for the purpose of Wellness Setup except Any financial instrument, any expense that can be claimed as a deductible expense under Income Tax rules, any goods and services that attract a combined tax, cess or duty of more than 28%. If you're interested in taking classes that enhance you
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