Role & responsibilities

1. Financial Planning, budgeting and Reporting

- Prepare and Manage Annual Budgets: Develop annual budgets in consultation with the Senior Management (Director/Assistant Director), ensuring alignment with donor funding requirements, the organizational strategic plan, and project objectives.
- Track and report the monthly budgets of various approved projects and support core program staff in ensuring compliance with the approved budgets and donor agreements and make available the quarterly expenses report to the Management.
- Financial Control and Budget Monitoring: Track expenses against the approved budget, identify variances, and suggest corrective actions to ensure financial sustainability on a monthly/ quarterly basis.
- Financial Data Management: Support Senior management by providing accurate financial data and reports required for fundraising, new donor pitches, drafting proposals etc.

2. Accounting and Bookkeeping:

- Verification of Payment Voucher: Ensure the authenticity and accuracy of all payment vouchers prepared by the Junior Accountant and verify that each transaction is supported by valid bills, receipts, invoices, or other relevant documents and approved by the competent authority.
- Daily Bookkeeping: Review and verify all financial entries made by the Junior Accountant in the Tally software to ensure accuracy, completeness, and compliance with accounting standards. Ensure that all receipts, payments, and donations are properly recorded and supported with valid documentation with prevailing accounting standards.
- General Ledger Management: Oversee and review the general ledger maintained by the Junior Accountant, ensuring that all transactions are accurately classified under the correct account head. The Senior Accountant must verify ledger balances, reconcile discrepancies, and ensure records are properly organized and ready for audit purposes
- Bank Reconciliation Report: Review and verify the bank statements and ensure that the Bank Reconciliation Statement (BRS) is prepared accurately on monthly basis. Ensure all transactions are correctly recorded, and discrepancies, if any, are promptly resolved.

3. Fund Management & Financial Reporting:

- Prepare Financial Statements: Prepare and review monthly, quarterly, and annual financial statements, including income and expenditure statements, donor-wise fund utilization reports, and cash flow statements, to provide an accurate and comprehensive view of the organizations financial health and compliance with donor requirements
- Donor and Grant Reports: Prepare detailed financial reports for donor agencies, demonstrating the utilization of funds in accordance with the approved proposals and budgets, ensuring transparency and compliance with donor requirements
- Internal Reporting: Create monthly/ quarterly financial reports for internal stakeholders, helping leadership make informed decisions regarding program sustainability and growth.
- Track Donor Funds and Grants: Keep accurate records of all grants and donations, ensuring funds are used as intended. Track expenses as per the approved programs and ensure 100% compliance with the terms of funding agreements.
- Donors and Partner Communication: Maintain clear and transparent communication with donors regarding the financial use of their contributions, based on the approved budget line items

4. Cash Flow Management:

- Cash Flow Monitoring: Monitor incoming and outgoing cash to ensure that Udayan can meet its financial obligations, including vendor payments and program costs, without disruptions, in close coordination with the Director/Assistant Director.
- Financial Planning for Sustainability: On a monthly basis, forecast future cash requirements and propose strategies to maintain sufficient liquidity during lean periods

5. Payroll and Employee Benefits:

- Salary Administration: Handle monthly payroll for all staff (Full time, part time, contractual and Service Providers), ensuring timely disbursement and compliance with applicable labour laws.
- Manage Employee Benefits: Manage employee benefits, including PF, EPS, ESI, gratuity, tax deductions, and other staff-related expenses, ensuring compliance with organizational policies and statutory regulations.

6. Taxation and Compliance:

- Ensure Tax Compliance: Prepare and file tax returns, ensuring compliance with local regulations, and handling any tax-related queries that may arise.
- Adhere to NGO Financial Guidelines: Ensure the organization adheres to both local financial regulations and international standards for non-profit financial management.
- Manage Statutory Filings: Ensure that all statutory filings (e.g., PF, ESIC, TDS, Professional Tax) are done in a timely manner to maintain good standing with government authorities.

7. Auditing and Statutory Requirement:

- Develop and Maintain Financial Controls: Establish and implement internal financial controls to prevent fraud, mismanagement, and inefficiency. This includes managing receipts, approvals, and expenditure tracking systems.
- Prepare for Internal and Statutory Audits: Lead the preparation for financial audits, ensuring all necessary records and documentation are in order, for auditors.




- Audit Finding and Follow-up: Implement 100% of recommendations and feedback from the Internal, Statutory and donor Audit report.
- Statutory Filing: 100% filing of annual returns, such as Income Tax, FCRA, NGO portal, 80G, 12A etc. as applicable before the time frame.
- Transparency and Accountability: Maintain a high level of transparency in all financial dealings to instil trust among donors and stakeholders and the beneficiaries.

8. Risk Management and Financial Strategy:

- Mitigate Risks: Suggest to Senior Management and active involvement in developing strategies to reduce financial risks, such as diversifying funding sources and establishing savings/reserve funds for program sustainability.
- Advise on Financial Strategy: Provide advice to the leadership team on financial aspects of strategic decisions, ensuring UDAYAN”’s financial viability while maximizing the Program impact.

9. Documentation and Record Keeping:

- Organize Financial Records: Maintain comprehensive and organized financial records, including invoices, receipts, contracts, donor correspondence, and tax documents.
- Secure Storage of Records: Ensure all financial records are stored securely (physical and digital) and are easily accessible for audits, reporting, or review.

10. Training and Capacity Building:

- Promote Financial Literacy: Foster a culture of financial literacy within the organization by providing guidance and support for staff in understanding Udayan’s Finance Manuel, financial reports and budgeting principles.

11. Policy Development and Improvement:

- Continuous Improvement: Regularly review financial processes and systems to ensure efficiency, transparency, and compliance with evolving standards. Continuously upgrade and familiarize yourself with new technologies and accounting software to keep pace with evolving industry standards, ensuring efficiency and accuracy in all financial operations.

1. Financial Planning, budgeting and Reporting

- Prepare and Manage Annual Budgets: Develop annual budgets in consultation with the Senior Management (Director/Assistant Director), ensuring alignment with donor funding requirements, the organizational strategic plan, and project objectives.
- Track and report the monthly budgets of various approved projects and support core program staff in ensuring compliance with the approved budgets and donor agreements and make available the quarterly expenses report to the Management.
- Financial Control and Budget Monitoring: Track expenses against the approved budget, identify variances, and suggest corrective actions to ensure financial sustainability on a monthly/ quarterly basis.
- Financial Data Management: Support Senior management by providing accurate financial data and reports required for fundraising, new donor pitches, drafting proposals etc.

2. Accounting and Bookkeeping:

- Verification of Payment Voucher: Ensure the authenticity and accuracy of all payment vouchers prepared by the Junior Accountant and verify that each transaction is supported by valid bills, receipts, invoices, or other relevant documents and approved by the competent authority.
- Daily Bookkeeping: Review and verify all financial entries made by the Junior Accountant in the Tally software to ensure accuracy, completeness, and compliance with accounting standards. Ensure that all receipts, payments, and donations are properly recorded and supported with valid documentation with prevailing accounting standards.
- General Ledger Management: Oversee and review the general ledger maintained by the Junior Accountant, ensuring that all transactions are accurately classified under the correct account head. The Senior Accountant must verify ledger balances, reconcile discrepancies, and ensure records are properly organized and ready for audit purposes
- Bank Reconciliation Report: Review and verify the bank statements and ensure that the Bank Reconciliation Statement (BRS) is prepared accurately on monthly basis. Ensure all transactions are correctly recorded, and discrepancies, if any, are promptly resolved.

3. Fund Management & Financial Reporting:

- Prepare Financial Statements: Prepare and review monthly, quarterly, and annual financial statements, including income and expenditure statements, donor-wise fund utilization reports, and cash flow statements, to provide an accurate and comprehensive view of the organization’s financial health and compliance with donor requirements
- Donor and Grant Reports: Prepare detailed financial reports for donor agencies, demonstrating the utilization of funds in accordance with the approved proposals and budgets, ensuring transparency and compliance with donor requirements
- Internal Reporting: Create monthly/ quarterly financial reports for internal stakeholders,



helping leadership make informed decisions regarding program sustainability and growth.
- Track Donor Funds and Grants: Keep accurate records of all grants and donations, ensuring funds are used as intended. Track expenses as per the approved programs and ensure 100% compliance with the terms of funding agreements.
- Donors and Partner Communication: Maintain clear and transparent communication with donors regarding the financial use of their contributions, based on the approved budget line items

4. Cash Flow Management:

- Cash Flow Monitoring: Monitor incoming and outgoing cash to ensure that Udayan can meet its financial obligations, including vendor payments and program costs, without disruptions, in close coordination with the Director/Assistant Director.
- Financial Planning for Sustainability: On a monthly basis, forecast future cash requirements and propose strategies to maintain sufficient liquidity during lean periods

5. Payroll and Employee Benefits:

- Salary Administration: Handle monthly payroll for all staff (Full time, part time, contractual and Service Providers), ensuring timely disbursement and compliance with applicable labour laws.
- Manage Employee Benefits: Manage employee perks, including PF, EPS, ESI, gratuity, tax deductions, and other staff-related expenses, ensuring compliance with organizational policies and statutory regulations.

6. Taxation and Compliance:

- Ensure Tax Compliance: Prepare and file tax returns, ensuring compliance with local regulations, and handling any tax-related queries that may arise.
- Adhere to NGO Financial Guidelines: Ensure the organization adheres to both local financial regulations and international standards for non-profit financial management.
- Manage Statutory Filings: Ensure that all statutory filings (e.g., PF, ESIC, TDS, Professional Tax) are done in a timely manner to maintain good standing with government authorities.

7. Auditing and Statutory Requirement:

- Develop and Maintain Financial Controls: Establish and implement internal financial controls to prevent fraud, mismanagement, and inefficiency. This includes managing receipts, approvals, and expenditure tracking systems.
- Prepare for Internal and Statutory Audits: Lead the preparation for financial audits, ensuring all necessary records and documentation are in order, for auditors.
- Audit Finding and Follow-up: Implement 100% of recommendations and feedback from the Internal, Statutory and donor Audit report.
- Statutory Filing: 100% filing of annual returns, such as Income Tax, FCRA, NGO portal, 80G, 12A etc. as applicable before the time frame.
- Transparency and Accountability: Maintain a high level of transparency in all financial dealings to instil trust among donors and stakeholders and the beneficiaries.

8. Risk Management and Financial Strategy:

- Mitigate Risks: Suggest to Senior Management and active involvement in developing strategies to reduce financial risks, such as diversifying funding sources and establishing savings/reserve funds for program sustainability.
- Advise on Financial Strategy: Provide advice to the leadership team on financial aspects of strategic decisions, ensuring “UDAYAN”’s financial viability while maximizing the Program impact.

9. Documentation and Record Keeping:

- Organize Financial Records: Maintain comprehensive and organized financial records, including invoices, receipts, contracts, donor correspondence, and tax documents.
- Secure Storage of Records: Ensure all financial records are stored securely (physical and digital) and are easily accessible for audits, reporting, or review.

10. Training and Capacity Building:

- Promote Financial Literacy: Foster a culture of financial literacy within the organization by providing guidance and support for staff in understanding Udayan’s Finance Manuel, financial reports and budgeting principles.

11. Policy Development and Improvement:

- Continuous Improvement: Regularly review financial processes and systems to ensure efficiency, transparency, and compliance with evolving standards. Continuously upgrade and familiarize yourself with new technologies and accounting software to keep pace with evolving industry standards, ensuring efficiency and accuracy in all financial operations.

Preferred candidate profile

- Educational Qualifications:
- Master’s degree in commerce or accounting and Proficiency in Tally ERP, Excel, MS office and basic accounting software

- Experience:

- At least 8 years of experience in a similar role, preferably in an NGO with knowledge of all statutory requirements

- Skills & Abilities & Behavioural Competencies:

- Numerical Accuracy: Strong attention to numbers, details, and calculations
- Time management and attention to details
- Ability to spot inconsistencies or irregularities in financial data
- Data Organization: Systematic approach to filing and maintaining financial records
- Strategic Thinking in Finance Management Policy for the organizational growth.

- Strong ethical values & integrity: honesty and confidentiality in handling financial data
- Team Collaboration/ Communication and interpersonal skills

- Perks and benefits

Provident Fund, Gratuity, EPS, Festival Allowance, Free Meal

📌 Senior Accountant (Kolkata)
🏢 UdayanCare
📍 Kolkata