Finance & Admin Associate

Nature of employment: Full-time Reporting to: Finance/Admin Officer Location: Bhopal/Delhi About Peepul 6.5 million students. 291,000 teachers. 90,000+ schools. That’s the scale of what Peepul is changing - and this role sits at the centre of it. Peepul is an education non-profit working with state governments in Delhi and Madhya Pradesh to drive systemic reform at scale. We’ve received international recognition - including the Commonwealth

Education Award for Innovation - and are backed by India’s leading CSR funders and global partners. Our model is simple: embed, deliver, measure anchored in system-level change, in partnership with governments. We are a growing organisation with an ambitious strategy and a strong evidence base. Join us in our mission to create a world where every child has equal access to high-quality education. Learn more about our transformative work at http://peepulindia.org

About the Role The Finance & Admin Associate will support the organisation's day-to-day finance and administrative operations. The role will be responsible for accurate accounting, payment processing, reconciliations, financial documentation, budget and compliance support, along with routine office administration and coordination. The position will work closely with programme and support teams to ensure that financial and administrative processes are completed efficiently, accurately and in accordance with organisational policies, donor requirements and applicable statutory regulations. Responsibilities would include (but not limited to): A. Finance & Accounting

• Record day-to-day financial transactions in the accounting/ERP system.
• Prepare and maintain payment vouchers, journal vouchers and other accounting records.
• Verify invoices, bills, employee claims and supporting documents before processing.
• Process employee reimbursements, advances and settlements.
• Maintain vendor and employee financial records.
• Perform bank, cash and ledger reconciliations.
• Monitor outstanding advances, receivables and payables.
• Support monthly and year-end closing of accounts.
• Ensure proper accounting codes, cost centres, programmes and donor/project codes are used. D. Payments & Cash Management
• Process payments in accordance with approved financial procedures and delegation of authority.
• Verify approvals and supporting documentation before initiating payments.
• Maintain payment trackers and monitor pending payments.
• Assist in bank payment processing and reconciliation.
• Monitor petty cash and ensure timely recording and replenishment.
• Follow up on advances and ensure timely settlement. E. Administrative Support
• Support day-to-day office administration and coordination.
• Maintain office records, contracts, licences, registrations and other administrative documents.
• Coordinate procurement of routine office supplies and services.
• Maintain vendor/service-provider records and coordinate with vendors.
• Support arrangements for meetings, workshops, events and office activities.
• Assist in travel and logistics coordination as required.
• Maintain records of office assets, equipment and other administrative resources.
• Support periodic physical verification of office assets.
• Coordinate maintenance, repairs and servicing of office equipment and facilities.
• Support office housekeeping, security and other facility-related requirements. F. Procurement & Vendor Coordination
• Obtain quotations and supporting documents as required under procurement procedures.
• Maintain procurement files and vendor documentation.
• Assist in comparative statements and purchase documentation.
• Coordinate with vendors for delivery, invoices and payment-related documentation.
• Maintain a database of approved/regular vendors.
• Ensure procurement processes comply with organisational policies and approval requirements. G. ERP, MIS & Documentation
• Ensure timely and accurate entry of financial and administrative information in the system.
• Maintain electronic and physical finance and administration records.
• Support generation of routine finance and administrative MIS.
• Assist in improving documentation and filing systems.
• Ensure confidential financial and employee-related information is appropriately maintained. Key Deliverables
• Accurate and timely accounting entries.
• Timely processing of payments and employee claims.
• Regular bank and ledger reconciliations.
• Proper maintenance of financial and administrative records.
• Timely budget and expenditure tracking.
• Complete documentation for donor, statutory and internal audits.
• Effective management of routine office administration.
• Updated vendor, asset and administrative records.
• Compliance with finance and administrative policies and procedures. Qualifications and Role

Requirements: At Peepul, we seek talented professionals passionate about driving educational transformation and making a positive impact. We are looking for individuals who possess the following qualifications and meet the role requirements:

• Educational Background: Bachelor's degree in Commerce, Finance, Accounting, Business Administration or a related discipline. Post graduate qualification will be an advantage.

Work Experience: We value both professional and personal experience. Candidates with 2-5 years of relevant experience in finance/accounts and administration. Experience in an NGO/development-sector organisation will be desirable.

• Other Skills: Experience with accounting software/ERP is preferred. Good working knowledge of MS Excel and other MS Office applications. Strong accounting and numerical skills, good attention to detail and accuracy, and the ability to manage multiple tasks and deadlines.
• Preferred Experience: Prior exposure to NGO or project accounting, donor-funded projects, FCRA-related financial processes, budget monitoring and reporting, procurement and vendor management, office administration and asset management, or audit coordination will be an added advantage. How to apply You will be required to upload:
• Your CV: Please ensure that your CV provides relevant information about your professional and personal experience and details of your academic qualifications. CVs can be one to two pages in length.

• A cover letter: We highly encourage you to use your cover letter to showcase your specific interest in working for Peepul and demonstrate how your qualifications align with the role you are applying for. A tailored cover letter holds significant importance in Peepul's recruitment process as it enables us to comprehend your motivations for the position, your relevant skills, and the clarity of your writing. For any further queries related to our hiring process and timelines, please contact us at [email protected].