Role & responsibilities

1. Financial Operations & Accounting

- Maintain daily financial records, expenditure trackers, and project/study-wise expense statements using MS Excel.
- Ensure all expenditures and payments have the necessary approvals before processing.
- Maintain financial documents, including invoices, receipts, payment vouchers, and supporting records.
- Prepare petty cash statements and reports as per the pay run of each month.
- Manage petty cash transactions, reconciliation, and replenishment.

2. Vendor Management & Procurement

- Coordinate with vendors for quotations, invoices, payment follow-ups, and documentation.
- Ensure compliance with organizational purchase guidelines and procurement policies.
- Maintain vendor registration records, quotations, purchase documents, and payment records.
- Coordinate with the Purchase Assistant regarding office supplies, repairs, and maintenance.
- Maintain and track Annual Maintenance Contracts (AMC), renewals, and related payments.

3. Reimbursements & Invoice Management

- Verify staff reimbursement claims and supporting documents and obtain the required approvals.
- Process approved reimbursements and vendor payments within defined timelines.
- Manage consultant invoices and verify them against contracts, work orders, and service approvals.
- Maintain monthly invoice trackers and follow up on pending approvals, documentation, and payments.
- Handle urgent payment requests and provide regular invoice status updates to the Finance Manager.

4. Financial Documentation & System Management

- Maintain organized financial and procurement records on OneDrive.
- Upload and categorize financial and administrative documents in Zoho under the appropriate study/project.
- Ensure records are complete, accurate, updated, and readily available for review and audit purposes.
- Coordinate with internal teams to obtain missing documents and approvals.

5. Timesheet & Leave Administration

- Track staff leave records and verify timesheets for completeness and correct project allocation.




- Follow up with staff regarding missing or incorrect timesheet entries.
- Prepare monthly timesheet allocation summaries and share completed records with HR.

6. Travel & Administrative Coordination

- Coordinate staff flight bookings and travel arrangements as per approved organizational policies.
- Prepare foreign travel calculations and maintain travel-related documentation.
- Support the planning and coordination of study meetings, guest visits, venue arrangements, refreshments, and other administrative requirements.
- Coordinate with relevant teams to ensure timely completion of assigned activities.

7. Daily Planning & Coordination

- Participate in daily coordination meetings to review priorities, ongoing activities, and work schedules.
- Coordinate with the Finance Manager, HR, procurement team, project teams.
- Monitor pending financial and administrative tasks and ensure timely follow-up.
- Keep the Finance Manager informed of vendor communications, payment status, pending approvals, and operational issues.

Preferred candidate profile

- Good knowledge of accounting, financial documentation, and payment processing.
- Proficiency in MS Excel and MS Office.
- Experience in petty cash management and bank reconciliation.
- Knowledge of vendor management, procurement documentation, and invoice tracking.
- Familiarity with reimbursement processing and consultant payment documentation.
- Experience with Zoho, OneDrive, or other accounting/document management systems is preferred.
- Strong organizational, coordination, communication, and follow-up skills.
- High attention to detail, accuracy, confidentiality, and adherence to financial policies.

Educational Qualification & Experience

- Bachelor's degree in Commerce, Finance, Accounting, or a related field.
- Relevant experience in finance, accounts, administration, or financial operations is preferred.
- Experience working with project-based organizations, research organizations, NGOs, or consulting firms will be an advantage.

Perks and advantages

Yearly Leaves

Mediclaim

Term Insurance

Gratuity & PF

📌 Finance Associate (Pune)
🏢 Johns Hopkins India
📍 Pune