Aid & Accounts Associate

Overview

The Aid & Accounts Associate at Cuddles Foundation plays a crucial dual role managing procurement activities and financial accounting to support the organisation's operations centered around nutrition support for children with cancer.

Procurement Responsibilities

• Identify and onboard dependable vendors nationwide to fulfill procurement needs.
• Maintain and update a comprehensive vendor database after thorough registration processes.
• Establish and nurture enduring vendor relationships to ensure supply reliability.
• Ensure timely and accurate processing of purchase orders, including urgent requests.
• Monitor price changes and update vendor price information systematically on a dedicated dashboard.
• Coordinate the purchase order creation ensuring correct linkage to domestic or FCRA accounts.
• Communicate regularly with vendors to guarantee on-schedule deliveries to partner hospitals.
• Collaborate with nutritionists to oversee pending deliveries of nutritional supplements.
• Keep stakeholders informed through regular updates on procurement and delivery progress.
• Execute quarterly vendor follow-ups for balance confirmation and oversee reconciliation of outstanding payments.
• Process monthly reimbursement claims promptly.
• Maintain accurate data on internet connectivity across partner hospitals.

Accounting Responsibilities

• Collect, verify, and process invoices in accordance with donor audit and utilization certificate standards.
• Enter all hospital and program-related expenses accurately into Tally, respecting booking deadlines.
• Assign expenses to the correct donors based on funding and tagging guidelines.
• Submit invoices on time to facilitate smooth payment cycles.
• Prepare weekly vendor payment summaries and bank payment files, ensuring pre-submission reviews and approvals.
• Comply with MSME payment regulations by processing vendor invoices the same day as receipt.
• Conduct timely bank reconciliations, investigate discrepancies, and resolve issues promptly.
• Track donations using the Razorpay platform and assist in maintaining a Pan India donation record.
• Keep the fixed asset register consistently updated with detailed asset documentation.
• Ensure execution and proper stamping of Memoranda of Understanding with hospitals promptly.

Qualifications and Skills

• Graduation in Commerce or a similar field.
• At least one year of relevant experience in accounts or procurement.
• Proficiency in Tally software for accounting tasks.
• Advanced Excel skills for data management and reconciliation.
• Familiarity with online payment systems such as Razorpay is beneficial.

Desired Attributes

• Detail-oriented mindset to guarantee accuracy and minimize audit risks.
• Organizational skills to manage multiple recurring financial and procurement tasks effectively.
• Collaborative attitude for working with diverse teams including procurement, nutritionists, and finance staff.
• Strong communication skills for professional interaction with vendors, hospital personnel, and internal stakeholders.
• Proactive approach to identify potential issues early, follow up diligently, and take ownership of deadlines.

Location

This position is based in Mumbai and requires on-site presence.