Department: Finance | Reporting to: Finance Manager The Aid & Accounts Associate at Cuddles Foundation plays a hands-on role in two closely linked areas — procurement and accounts. On the procurement side, the role manages vendor relationships, coordinates purchase orders, and ensures supplies reach hospitals accurately and on time. On the accounts side, the role handles invoice processing, accounting entries, donor allocation, bank reconciliation, and vendor payment preparation.

This position is central to keeping Cuddles' financial operations accurate, timely, and audit-ready. A. PROCUREMENT Vendor Identification & Onboarding

Identify and onboard reliable vendors across India to meet the organisation's procurement requirements

Conduct thorough vendor registration and maintain an up-to-date vendor database

Build and maintain professional working relationships with vendors to ensure long-term reliability Purchase Order Processing

Process purchase orders accurately and promptly, including urgent requirements

Track price variations and maintain vendor pricing details on the designated dashboard

Coordinate PO generation through the dashboard and ensure the correct domestic or FCRA account mapping Vendor Coordination & Delivery Tracking

Liaise with vendors to ensure timely delivery of goods to partner hospitals

Coordinate with nutritionists to track pending nutrition supplement deliveries and ensure timely distribution

Provide stakeholders with regular updates on procurement and delivery statuses

Conduct quarterly follow-ups with vendors for balance confirmations and manage reconciliation of outstanding payments Reimbursements & Hospital Connectivity

Process monthly reimbursement claims efficiently





Maintain accurate records of internet connections across partner hospitals B. ACCOUNTS

Invoice Processing & Accounting Entry

Collect, verify, and process invoices in compliance with donor-audited utilisation certificate requirements

Accurately record all invoices related to hospital and programme expenses in Tally, ensuring adherence to booking deadlines

Allocate expenses to respective donors in line with funding guidelines and donor tagging requirements

Submit processed invoices promptly to enable smooth and timely payment processing Weekly Vendor Payments

Prepare and manage the weekly vendor payment summary file for approval and processing

Prepare the bank payment file (domestic and FCRA) and ensure it is reviewed and authorised before submission

Process MSME vendor invoices on the same day of receipt to comply with the 15-day payment requirement Bank Reconciliation

Perform timely and accurate bank reconciliations for assigned accounts to maintain financial accuracy

Investigate and resolve reconciling items without delay Donation Tracking

Update and track donation details from the Razorpay platform to ensure transparency and completeness of records

Support the team in maintaining the Pan India donation sheet Fixed Asset Register

Maintain and regularly update the fixed asset register with detailed and accurate documentation of all organisational assets Hospital MOUs





Ensure all MOU documents between hospitals and Cuddles Foundation are properly franked and executed in a timely manner WHAT WE ARE LOOKING FOR: Qualifications & Experience

Bachelor's degree in Commerce or a related discipline

Minimum 1 year of experience in accounts, procurement, or a related field Technical Skills

Proficiency in Tally for accounting entries and financial data management

Strong working knowledge of Excel for data tracking, reconciliation, and reporting

Familiarity with online payment platforms such as Razorpay is an advantage What Makes a Outstanding Fit

Detail-Oriented — Maintains precision in both procurement records and financial entries — errors here cost time and create audit risk

Organised — Manages multiple recurring tasks (weekly payments, monthly bookings, quarterly reconciliations) without dropping the ball

Team Player — Works closely with the Procurement Team, Nutritionists, PSCs, and the wider Finance team — communication and cooperation matter

Clear Communicator — Writes and speaks concisely and professionally with vendors, hospital staff, and internal teams

Proactive — Flags issues early, follows up without being prompted, and takes ownership of deadlines rather than waiting to be reminded The Aid & Accounts Associate role is a genuine opportunity to be part of something that matters. Every accurate invoice, every on-time payment, and every correctly reconciled account keeps nutrition support flowing to children with cancer across India. If you are precise, dependable, and ready to contribute to work that goes well beyond a , we would love to hear from you.

Location: Mumbai

📌 Aid & Accounts Associate (Mumbai)
🏢 Cuddles Foundation
📍 Mumbai