Website Care India

POSITION/DESIGNATION

Admin, Procurement and Finance Coordinator

GRADE/LEVEL

PROJECT/UNIT

Indian Partnership for Early Learning

PROJECT DURATION

September, 2026

REPORTS TO

State Project Lead

LOCATION

Patna

TRAVEL

20%

ABOUT US
CARE is a not-for-profit organisation working in India for over 70 years, focusing on alleviating poverty and social injustice. We do this through well-planned and comprehensive projects in health, education, livelihoods and disaster preparedness and response. Our overall goal is the empowerment of women and girls from poor and marginalised communities leading to improvement in their lives and livelihoods.

During FY 2020-21, CARE India directly reached out to 52.7 million people through 53 programmes across 18 states, covering more than 130+ districts. We are part of the CARE International Confederation, working in 100 countries for a world where people live with dignity and security.

CARE India seeks a world of hope, tolerance, and social justice, where poverty has been overcome and people live in dignity and security.

Our goal is to ensure that women and girls from the most marginalized communities are empowered, live in dignity and their households have secure and resilient lives. CARE India aims to accomplish this goal by working with 50 million people to help them have quality health, education, livelihoods and overcome the effects of disasters.

Our employees are committed to CARE’s values, Code of Conduct, and safeguarding commitments towards a safe workplace for all, including the principle of ‘do no harm’. They are also responsible to uphold and strengthen our safeguarding commitments in their role. To know more about our safeguarding policies please visit our website link given below.

PROJECT DETAILS

India Partnership for Early Learning (IPEL) is a USAID funded project that aims to ensure all children (girls and boys) from Early childhood education to early grades (grades 1&2) are positively impacted in four Indian states (Bihar, Jharkhand, Uttar Pradesh, South Delhi Municipal Schools). The ultimately goal of the project is all children (age 3-6) attending AWCs/Balvatika/preschools attain school readiness by age 6; and children (age 6-8) attending early grades (1-2) acquire reading fluency and comprehension, number recognition, two-digit addition and subtraction, express emotions safely, and express understanding of emotions of others verbally or through pictures by end of grade 2 in four intervention states. The project approach will influence practices of both government run and private schools in intervention states to ensure every child of the state is positively impacted.

The project is designed to work very closely at national and state education/WCD department and its institutions to work, influence and advocate on the agenda of Early Childhood and Education and Foundational Learning and Numeracy (FLN). IPEL project adopts a system strengthening approach using technical support model to work with state and national government. For this, IPEL project will set up a central and state level Project Management Unit, having experts on foundational learning, to engage, influence, and technically guide department of education and its key institutions for effective delivery of foundational learning and numeracy program in the state. The key technical area includes- Effective FLN content and materials for teachers and children, Robust and quality capacity building approach and review system, FLN vision, budget and financing, Quality educational monitoring and learners’ assessment tracking system and Empowered community engagement in each of the state. It will work towards addressing issues and challenges faced by marginalised children and girls in the states to ensure every child in the state attend the school and acquire learning.

The project will also ensure state government develop robust system and mechanisms to positively support schools, teachers and children level over next 5 years in intervention states. Since The IPEL project objectives and goals are aligned with national mission- NIPUN BHARAT, it will also contribute to larger goal of National Education Policy and state priorities.

The project has formed a consortium of 4 organizations led by CARE to work with state government. This consortium will work closely with department of education/its institutions to ensure quality and effective delivery of Foundational Learning (FL) for both public and private schools.

JOB SUMMARY

The person will be accountable for managing regular financial accounting, booking, budgeting, documentation and tracking of USAID supported IPEL project related expenses at the state level. The person will also be responsible to review and support state level PMU for drafting financial projections and tracking of actual expenses. S/he will work with State PMU and will report to State Project Lead.

The person will be based at BEPC, Bihar Government Office, Patna.

The person will support Manager- Finance and Administration in ensuring complete compliance to USAID financial norms & system and Indian laws in financial management and reporting. The person may be provided additional responsibilities as advised by Manager Finance and State Project Lead. The specific responsibilities are listed below.

(The above list is not exhaustive, and the management reserves the right to review it as and when the role evolves based on the need of the business and individual’s skills and capabilities)

Responsibility 1 (60%)

Project – Procurement and Vendor Management

Vendor management, i.e., identification of potential vendor, vendor registration, vendor impalement, vendor due diligence as per organization policy and donor compliance.
Prepare and keep all vendor/operational contracts and purchase orders including office rental lease and contracts. Ensure all e-filing is saved in shared drives and Oracle software.
Ensure proper tracking of purchase order with Vendor and payment tracking.
Ensure vendor reconciliations and balance confirmation is done from time to time.
Timely updating of annul planned procurement tracker and tracking/follow-up of regular ongoing procurement with concerned program team and vendor.
Prepare TOR/Contract for the procurement of goods/service and consultant with consultation of program team.
Prepare online purchase requestion, request for quotation, purchases order and goods received note
Act as a point person of contact between vendor and Care India.
Analysis of quotation, preparation of comparative statement from received quotation, negotiation pricing with vendor and submission of complete documents to procurement committee for selection of vendor.
Ensure timely delivery of materials and completion of procurement as per the given timeline.
Preparation and timely updating of inventory register.
Responsible for procurement of all goods and services.
Conduct asset verification on periodic basis and tagging of all the project supported asset.

Responsibility 2 (15%)
Office and Logistic Management.

Ensure office stationery, training materials, equipment’s are kept safely and accessible to employee.
Management of office supplies and maintenance i.e., electricity, water, tea, equipment’s, internet, office meeting, courier, First Aid Kit etc.
Support team member for organising meetings and providing facilities such as projector, digital camera, any other office equipment etc that may be needed.
Maintain trackers or logs for taxi bookings for staff/ consultants/donors’ visits.
Event management – Organising logistics for trainings/meetings on state level. This will include booking of hotels/cabs/pick up and drops etc. and coordinate with all functional teams.
Ensure safety of all team members while planning and supporting with logistics.
Training, induction, and re-inductions to new and existing team members on procurement process.

Responsibility 3 (15%)
Ensure timely and quality Financial Bookings and Payments

Review all Travel Expense Report (TER), Petty cash review / settlements & other expenses as per CARE India’s policy and processes and donor expectations
Ensure all the financial transactions are properly authorized, recorded, have adequate support documentation, filed, maintained and easily extracted for the purpose of financial statements and audit.
To have more focus on voucher’s accuracy details with budget codes and use uniform/standard narration for defined expenditure (like travel, mobile and any others)
Ensure timely entry of bookings and expenses in ERP system
PAID and Project stamping/ensuring all voucher before scanning/filling on weekly basis.
Ensure timely scanning and documents archiving in Oracle ERP and Server.
Real time updating bills tracker, recurring payments, employee communication etc.
Any other task as required by the management

Responsibility 4 (10%)
Support State team in financial management, reports, and USAID Compliance

Support in conducting training of state project lead and financial officer on USAID compliance: norms and forms
Guide the team for quality bookings and tracking as per CARE India and compliance norms.
Conduct periodic data spot checks and guide financial team to address them
Monitor actual expenditure against budget activity and update to state team for the variance.
Monitor actual sending against budget on monthly basis and update to state team.
Support to Manage – Finance and Procurement in preparation of annual budget/ budget revision and reports.
Any other task as required by the management.

KEY RELATIONSHIPS

Manager- Finance and Procurement at Delhi Level

QUALIFICATION & EXPERIENCE

Essential:

Graduate/ Post-graduate (commerce)
Minimum 5 years of experience in handling accounting, budgeting, bank transactions and audits
Understanding on Indian laws like taxation, PF, FCRA, etc
Proficient in MS office and excel and other accounting

Preferred:

Knowledge of USAID financial and reporting system
Experience of handing finance and budget on USAID supported project atleast for two years

SKILLS & COMPETENCIES

Communication skills:

able to articulate and communicate well to all stakeholders (both verbally and in writing) in a manner that meets the different needs of different audiences

Language skills:

Fluency in speaking, writing, reading English, Hindi, and local language.

Team Management & Collaboration / People skills:

high social intelligence: able to engage and influence teams, create relationships of trust with stakeholders
adept at co-creation: naturally collaborative and solutions focused
conflict resolution: comfortable with negotiating and resolving conflict; seeking clarity and testing assumptions
able to reflect, empathetic, and a good listener

Strategic Thinking and Analysis:

big picture / critical thinker (able to think clearly and rationally and select the best method as appropriate) / connector (able to spot gaps, establish needs and opportunities)

Change Management:

resilient: able to deal well with ambiguity, uncertainty, and change
flexible: able to adapt well to shifting priorities
versatile: able to juggle different and conflicting priorities

Operational excellence (Project / Program / Process management):

able to successfully manage project/process deliverables in stipulated time and budget
able to incorporate feedback and continually work on project / process improvement

To apply for this job please visit careindiacareers.peoplestrong.com.