Executive – Account and Administration

Executive – Accounts and Administration

Organization: Navjyoti India Foundation

Location: Navjyoti RMTI Office, Naya Gaon, Dhumaspur Road, near Bhondsi Jail, Sohna Block, Gurugram, Haryana – 122102

Type: Full-Time

Salary: Up to INR 45,000 per month

Joining: Immediate

About Navjyoti India Foundation

Navjyoti India Foundation is a non-profit organization established in 1988 by 16 serving Delhi Police officers under the leadership of Kiran Bedi, India’s first woman IPS officer.

The organization works on the mission of crime prevention through welfare policing and has been working with underserved communities for more than 38 years.

Programs focus on:
• Child Education
• Women Empowerment
• Skill Development for Youth
• Livelihood Promotion
• Rural & Community Development
• Environment Initiatives

Position Summary

The Executive – Accounts and Administration will be responsible for project accounting, financial monitoring, administrative coordination, and recruitment support for various organizational programs.

The role requires maintaining financial accuracy, ensuring compliance, monitoring stock and stipend records, coordinating with project teams, and supporting smooth administrative and recruitment processes.

Key Responsibility Areas (KRAs)

1. Accounting & Financial Management

Objective: Maintain accurate financial records and ensure timely reporting.

Key Tasks:

· Maintain daily accounting entries in Tally and MS Excel.

· Prepare Bank Reconciliation Statement (BRS) monthly.

· Verify 100% bills, vouchers, and supporting documents before payment.

· Deduct TDS and assist in filing statutory returns.

· Prepare monthly MIS and financial reports by the 5th of each month and share with the concerned officer

· Maintain project-wise financial records for donor reporting and audits.

· Monitor receivables and payables and reconcile monthly.

Measurable Output:

· Monthly MIS submitted by 5th of each month.

· Zero major discrepancies during internal or external audits.

2. Stock Reconciliation & Inventory Management

Objective: Ensure accurate tracking of project and office inventory.

Key Tasks:

· Conduct monthly physical stock verification and reconcile with stock registers.

· Maintain inventory movement records for project and office assets.

· Report discrepancies within 2 working days and coordinate corrections.

· Prepare quarterly inventory reports for management review.

· Maintain database of office assets including age, usage, and lifecycle predictions.

Measurable Output:

· Monthly reconciliation reports submitted.

· Inventory discrepancies resolved within 2–3 days.

3. Stipend Review & Project Financial Documentation

Objective: Ensure accurate and transparent stipend disbursement for project beneficiaries.

Key Tasks:

· Review stipend sheets before approval and disbursement.

· Cross-check stipend records with stock registers and project documentation.

· Maintain learners stipend records and supporting documents along with bank details.

· Ensure 100% compliance with project documentation standards.

Measurable Output:

· Stipend verification completed before each payment cycle.

· Zero documentation gaps in stipend records.

4. Recruitment Support

Objective: Assist in recruitment processes to ensure timely hiring.

Key Tasks:

· Assist in posting job openings on recruitment platforms.

· Coordinate candidate screening and interview scheduling.

· Maintain candidate database and recruitment records.

· Support onboarding documentation for new hires.

Measurable Output:

· Recruitment coordination completed within defined hiring timelines.

· Candidate records updated for 100% of applicants.

5. Wages & Salary Administration

Objective: Ensure timely and accurate payment of staff salaries and wages.

Key Tasks:

· Maintain payroll records and salary databases.

· Conduct salary and wages calculation, deductions, and disbursement.

· Ensure compliance with statutory requirements including PF, ESI, and TDS.

Measurable Output:

· Timely salary disbursement every month.

· Zero statutory non-compliance issues.

6. Purchases & Disposal of Goods

Objective: Efficient management of procurement and asset disposal.

Key Tasks:

· Coordinate office procurement/purchases, including the collection of quotes wherever required, and maintain purchase records.

· Manage disposal of obsolete or damaged goods as per procedure.

· Maintain vendor database and track payments.

Measurable Output:

· Proper documentation for all procurements and disposals.

· Timely procurement and minimal downtime for operational needs.

7. Facilities Management

Objective: Ensure smooth functioning of office infrastructure and services.

Key Tasks:

· Coordinate maintenance, housekeeping, and security services.

· Manage office supplies, assets, and inventory.

· Support coordination for meetings, workshops, and training programs.

Measurable Output:

· Administrative records updated weekly.

· Office operations running smoothly with minimal disruptions.

8. Records Management

Objective: Maintain proper records for compliance and operational efficiency.

Key Tasks:

· Maintain all office and project files as per classification system.

· Ensure proper filing, retrieval, and archival of records.

· Support internal and external audits through organized documentation.

Measurable Output:

· All records easily retrievable.

· Compliance with organizational filing standards.

9. Travel & Transport

Objective: Ensure efficient travel and vehicle management.

Key Tasks:

· Plan domestic, international, and local travel per project requirements.

· Arrange transport, lodging, and advances; maintain travel expense records.

· Review vehicle logbooks, monitor usage, and coordinate maintenance.

· Prepare travel expense reports and submit for approval.

· Monitor the upkeep and maintenance of the office vehicles, inform the concerned officer, and take the necessary actions

Measurable Output:

· Travel planned and executed within budget.

· Vehicle usage and maintenance optimized for cost efficiency.

Qualifications & Experience

· Bachelor’s or Master’s degree in Commerce / Accounting.

· 2–4 years experience in accounting and administration (NGO experience preferred).

· Strong knowledge of Tally, MS Excel, and financial documentation.

· Understanding of donor reporting and project accounting.

Key Skills

· Financial accuracy and attention to detail

· Strong documentation and reporting skills

· Coordination and follow-up abilities

· Time management and multitasking

· Communication and team coordination

Job Requirements

· Must have a personal two-wheeler for official field visits.

· Willingness to work from Nayagaon, Gurugram project site.

· Availability to visit Head Office in Karala, Delhi once a week or as required.

Benefits

· Health insurance

· Provident Fund

· Leave encashment

How to Apply

Send CV to: aakash@navjyoti.org.in