Senior Accounts Officer

Job PurposeThe Senior Accounts Officer will lead the day-to-day financial operations, accounting records, and statutory compliance of the NGO. This role requires end-to-end management of financial records—including book sales/purchases, donation receipts, payroll processing, statutory deductions, and donor utilization statements—while serving as the key financial bridge between ground teams, Team Leaders, and senior management.

• Key Responsibilities1. Core Accounting & Ledger MaintenanceRecord and maintain complete, accurate, and up-to-date day-to-day accounting transactions (expenses, receipts, purchases, sales, and journal vouchers) in accounting software (e.g., Tally / QuickBooks).
• Process and record book sales and purchases, including inventory tracking, invoicing, and sales revenue recording.
• Record and categorize all donations received (local and international), issuing official donation receipts, 80G certificates (where applicable), and tracking revenue streams.
• Manage book closure activities (Monthly, Quarterly, and Annual Closing of Accounts), including trial balance preparation, ledger balance confirmations, and final balance sheet support.
• 2. Field Coordination, Bills Verification & Team SupportCoordinate continuously with Ground Teams and Field Leaders to collect, organize, and review bills, invoices, and vouchers for field activities and program expenses.
• Scrutinize and verify all field expenses and vouchers for accuracy, mathematical correctness, proper support documentation, and compliance with organizational spending policies.
• Ensure timely advance settlements, expense reimbursements, and bill processing for program staff and vendors.
• 3. Grant Utilization & Donor ReportingTrack project-wise expenditure and prepare periodic Utilization Certificates (UCs) and donor financial reports in required templates.
• Compile necessary supporting annexures, bill summaries, and donor audit documentation as mandated by funding partners.
• Monitor budget vs. actual expenditure for ongoing projects and flag variances to Project Heads/Finance Manager.
• 4. Statutory Compliance & TaxesGST: Ensure proper GST applicability, review GST invoices, calculate monthly GST liabilities, prepare/file returns (GSTR-1, GSTR-3B), and manage Input Tax Credit (ITC).
• TDS: Calculate and deduct Tax Deducted at Source (TDS) on vendor payments, salaries, and contractual services; ensure timely deposit and quarterly filing of TDS returns.
• FCRA Compliance: Maintain strict compliance with Foreign Contribution (Regulation) Act guidelines, maintaining separate FCRA books of accounts, tracking foreign funds, and assisting with FCRA annual filings.
• 5. Payroll & Statutory Employee BenefitsProcess monthly payroll, managing salary structures, deductions, and payment dispersals.
• Compute and ensure monthly compliance and filings for Provident Fund (PF) and Employee State Insurance (ESIC).
• Maintain Gratuity records, liability calculations, and provisions in line with legal norms.
• 6. Audits & DocumentationSupport internal, external, donor, and statutory annual audits by providing requested vouchers, annexures, ledgers, and schedules.
• Maintain organized physical and digital archives of all financial documents, bills, agreements, and tax records.
• Required Qualifications & Key SkillsEducation: Bachelor’s Degree in Commerce (B.Com) or Master's Degree (M.Com/MBA Finance). Inter-CA / Inter-CMA is a plus.
• Experience: Minimum 4 to 6 years of core accounting experience, with at least 2–3 years specifically in the NGO/Non-Profit sector.
• Technical Knowledge:
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• Hands-on expertise in accounting software (Tally Prime / Tally ERP 9 preferred) and MS Excel (VLOOKUP, Pivot Tables, financial functions).
• In-depth practical understanding of GST, TDS, PF, ESIC, Gratuity, and FCRA regulations.
• Interpersonal Skills:
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• Strong communication and coordination skills to effectively liaise with ground teams, non-finance staff, and team leads.
• High attention to detail, accuracy, and strong organizational skills.