TCD Operations Assistant

 

POSITION SUMMARY

Reporting to the India Country Director of the University of Chicago Trust (Trust ED) while also working collaboratively with the Operations Manager in India and the Finance Manager at the Becker Friedman Institute in the US, the Operations Assistant for the Tata Center for Development (TCD) in India will assist in conducting the daily operations and financial activities for all center-based activities in India. The Operations Assistant will support the Operations Manager in executing India based financial and programmatic grant reporting and will support the Finance Manager with grant audits. The Operations Assistant supports the Operations Manager in overseeing the financial and organizational health by ensuring accuracy, efficiency and smooth processes.

This position is grant-funded through March 2020 with the potential for future renewal.

KEY RESPONSIBILITIES

Manage financial and administrative operations for all India based activities

  • Support financial operations, conducted in a thorough, efficient and compliant manner
    • Collect all expense information from projects, compile expense reports and necessary paperwork, and ensure all are complete, thorough and accurate for timely submission
    • Track all paid and pending project and management expenses originating in India
  • Assist the Operations Manager in preparing and editing payment vouchers in compliance with the audit requirements and accounting procedures for timely submissions of project and non-project related payments
    • Rigorous and religious follow-up of submitted payments, and ensuring final submission of payments which require corrections/ further supporting documentation
  • Fix inaccurate invoices for project activities in India; manage the correction/credit process if accounts are incorrectly billed
    • Organize and maintain paper records pending and paid expenses
  • Handle highly sensitive and confidential information using tact and diplomacy

 

Provide support on end-to-end activities for financial and programmatic grant reporting

  • Assist in preparation of grant reporting materials such that the UC Trust, University and donor standards are met
    • Ensure all India based activity is compliant with grant requirements and bring any concerns to the OM, FM and the CD at first notice
    • Gather all financial and programmatic information and compile in a format set by leadership
  • Provide support to the Operations Manager during donor audits
    • Organize supporting materials and create digital files for monthly India payments and ensure digital records of payments are accurately and consistently tracked
    • Support execution of all feedback from auditors and donors with direction from Finance Manager

 

Support daily administrative operations for the TCD. If an when required

  • Support the Delhi Center on office functions, including developing and implementing office procedures and policies as it pertains to the IIC and associated center
    • Resolve general office problems and facilitate solutions, conferring with supervisor to resolve the most complex issues
    • Update, distribute and maintain internal documents such as governance documents, directories, donor, mentor and partner databases

EDUCATION AND EXPERIENCE

  • Bachelor's degree in Business or Administration required
  • Master's degree preferred
  • A minimum of 2 years of progressively responsible project management, financial management or operational experience required
  • Familiarity with nonprofit/NGO environments preferred
  •  Advanced MS Outlook, Word, Excel, PowerPoint, QuickBooks or accounting software, and database skills required
  • Experience working with international collaborators or teams preferred

COMPETENCIES AND SKILLS

  • Excellent oral and written communication skills
  • Strong interpersonal skills with the ability to remain courteous and professional at all times
  • Experience and knowledge working on processing periodic milestone based payments for project partners, standalone and contractual vendors, consultants’ invoices, consultants’ and employee reimbursements according to Indian accounting systems
  • Understanding of US financial procedures
  • Excellent attention to detail and demonstrated ability to set and follow timelines and deadlines
  • Excellent skills in working both independently and as a team member required
  • Flexibility in working within a growing organization
  • Excellent ability and dedication to working on strict payment deadlines
  • Demonstrated ability to review and prioritize work independently and effectively
  • Ability to use appropriate resources and creativity to resolve issues
  • Demonstrated ability to be resourceful and creative when problem-solving
  • Ability to maintain calm and positive attitude and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines
  • Ability to handle sensitive and confidential situations/information with absolute discretion

ABOUT

Tata Centre for Development

Tata Centre for Development at UChicago (TCD) works to identify novel solutions to India’s most pressing development challenges and to ensure that these ideas are translated into outcomes that improve people’s lives. We do this using a unique approach that harnesses rigorous, evidence-based insights from UChicago economics research combined with strategic outreach and partnership with government, industry, and innovators. Representing the joint work of the Tata Trusts and the University of Chicago, TCD is creating a new model for impact in India. TCD is an affiliated center of the Becker Friedman Institute for Economics.

University of Chicago Trust

University of Chicago Trust (Trust) is a charitable trust in India, established by the University of Chicago, to provide grants and support to educational research programs and activities of the University of Chicago in India.