Accounts Executive

Job Summary:

The Accounts Executive at Cuddles Foundation is responsible for managing vendor relationships, handling procurement processes, maintaining accurate financial records, and ensuring compliance with donor and organizational guidelines. This role reports to the Head of Finance and plays a vital part in ensuring efficient financial and operational processes.

Key Responsibilities:

Vendor Identification and Management

• Identify and onboard reliable vendors across India to meet procurement needs.
• Conduct vendor registration and maintain an updated vendor database.
• Build and maintain long-term relationships with vendors.

Procurement and Order Processing

• Address urgent procurement requirements and process orders promptly.
• Track price fluctuations and update vendor pricing details in dashboards.
• Coordinate with vendors for timely deliveries and update internal stakeholders.
• Perform quarterly follow-ups with vendors for balance confirmations and manage outstanding payments.

Invoice Management and Payment Facilitation

• Collect and process vendor invoices in line with donor compliance requirements.
• Record all invoices accurately in Tally software.
• Ensure timely submission of invoices for payment processing.

Reimbursements and Connectivity Oversight

• Process monthly reimbursement claims and maintain internet connection records for partner hospitals.
• Track and coordinate pending deliveries of nutrition supplements.
• Update and maintain the fixed asset register with accurate documentation.

Invoice Booking and Donor Allocation

• Book all hospital-related invoices in Tally software.
• Allocate expenses correctly to donors according to funding guidelines.

Hospital MOU and Bank Reconciliation

• Ensure proper execution and documentation of hospital MOUs.
• Conduct timely and accurate bank reconciliations.
• Track and update donation details from Razorpay.
• Prepare weekly vendor payment files and ensure timely approvals and disbursals