Finance & Admin Associate - Patna, Bihar

Jhpiego is an international, non-profit health organization and an affiliate of Johns Hopkins University, dedicated to improving the health of women and families in developing countries. For over 50 years, it has focused on providing high-quality, low-cost health care solutions, training health workers, and strengthening health systems.

 Jhpiego has been working in India since the 1980s in close partnership with national and state governments. With deep technical expertise and strong on-the-ground execution, Jhpiego helps design, test, and scale practical solutions and innovations that fit real-world systems across 11 thematic domains (Maternal and Newborn Health, Reproductive Health, Nutrition, Immunization, Comprehensive Primary Health Care, Human Resources for Health, TB and Infectious Diseases, Global Health Security, Women's Cancers, Non-Communicable Diseases, Digital Health).

Jhpiego supports state and national governments to strengthen health systems through evidence-based, donor-funded programs. These programs require strong financial controls, transparent procurement, and efficient administrative systems to ensure compliance with organizational policies, donor regulations, and statutory requirements.The Finance & Admin Associates provides comprehensive finance, procurement, and administrative support to the state office. The role ensures accurate financial processing, timely reporting, compliance with Jhpiego and donor guidelines, and effective office operations to enable smooth program implementation.

Finance

• Responsible for timely and accurate execution of assigned day-to-day financial tasks at the state level, including support to accounts payable, invoice processing, and financial documentation.
• Provide ongoing finance and administrative support to program and operations staff, resolving routine issues independently and escalating exceptions as required.
• Ensure completeness, basic accuracy and preliminary statutory compliance in financial documents (invoices, vouchers, purchase orders) prior to submission for review and approval.
• Responsible for correct data entry and preliminary coding of vendor invoices, consultant payments, and staff expense claims, and for timely submission for approval.
• Maintain, monitor, and analyze trackers for vendor payments, staff claims, travel expenses, and advances; proactively follow up to ensure timely closures.
• Ensure reconciliation of travel expense reports, project expenditures, and staff advances by ensuring records are complete, organized, and up to date.
• Manage petty cash, including reconciliation, documentation, and timely replenishment, and immediately flag discrepancies or irregularities.
• Own responsibility for systematic filing, scanning, and record maintenance of all financial transactions and accounting documents in line with Jhpiego standards and donor guidelines.
• Be accountable for timely compilation and submission of documents required for internal and external audits and donor financial reviews, under supervision.
• Be responsible for timely sharing of TDS GST and MSME related data with the supervisor / ICO Finance for statutory deductions, payments and filings.
• Ensure assigned financial tasks are completed accurately and within agreed timelines, escalating issues or delays proactively.

Administration and Procurement

• Maintain and manage vendor databases and administrative records, ensuring accuracy and completeness.
• Lead assigned administrative and logistical arrangements for meetings, training, workshops, and events in coordination with program teams and vendors.
• Be responsible for completing procurement-related documentation (as assigned) in line with Jhpiego India Procurement Policy and following up with vendors and internal stakeholders.
• Proactively flag gaps, delays, or non-compliance observed in administrative or procurement processes to the supervisor.
• Maintain accurate inventory records of office equipment, materials, and supplies, support annual physical verification, and report variances or issues promptly.
• Perform other duties assigned by the supervisor with responsibility for timely and quality execution.

• Bachelor’s degree in commerce, Finance, Accounting, Business Administration or related field.
• Experience with: Accounting software (Tally / ERP systems)
• 5–6 years of experience in Finance, Accounts, or administrative role in NGOs/INGOs
• Strong proficiency in Microsoft Excel, Word, and PowerPoint.
• Good written and verbal communication in Hindi & English
• Ability to coordinate with internal teams, vendors, and external stakeholders
• Ability to multitask, work under pressure, and meet deadlines.
• Proactive, dependable, and able to work effectively in a multicultural team environment.

Women candidates will be preferred