Head of Operations

Head of Operations 

Location: Mumbai, India (Preferable)

Reporting to: CEO

Direct Reports: Finance Associate, HR & Admin Associate

1. Role Overview & Strategic Mandate

The Head of Operations (Finance, Legal, and HR) serves as the executive "risk shield" and operational anchor of the organization. The core objective of this role is to clean up, tighten, and standardize all internal financial, legal, and operational systems.

2. Key Responsibilities

A. Financial Governance, Audits & CA/CS Liaison

• CA & CS Interface: Act as the single primary bridge between the organization and external Chartered Accountants (CA) and Company Secretaries (CS).
• Ensure timely statutory filings, annual returns, and audit completions.
• Periodic Audits: Establish and execute a structured calendar of periodic internal compliance and financial audits to identify risks, plug operational leakages, and enforce budget discipline.
• CSR & Grant Reporting: Oversee high-precision financial reporting and Utilization Certificates (UCs) for corporate CSR partners.
• Team Leadership: Direct and mentor, the Finance associate.

B. FCRA Readiness, Legal & Statutory Compliance

• FCRA Application Roadmap: Lead the end-to-end strategy and execution to make the organization 100% compliant and fully prepared for the FCRA application. 
• Standardize financial books, historical filings, governance structures, and internal fund-flow tracking.
• Regulatory Adherence: Ensure strict adherence to all local, state, and central government rules and regulations governing NGOs/Section 8/Trust entities (Income Tax,12A/80G, GST, PT, PF, ESIC, and CSR laws).
• Outsourced Compliance Oversight: Manage, evaluate, and hold accountable all third-party compliance agencies, legal retainers, and outsourced regulatory vendors.
• Contracting & MoU Tightening: Review, standardize, and maintain tight control over all donor agreements, vendor contracts, employment agreements, and partner MoUs to protect organizational interests.

C. Board Governance

• Board Coordination: Manage board operations—prepare agendas, compile financial and compliance board decks, record minutes, and draft board resolutions in coordination with the CS.
• Governance Record-Keeping: Maintain statutory registers, minute books, filings, and governance documents required by law.

D. HR, Admin & Mumbai Office Leadership

• Mumbai Office Anchor: Provide daily operational leadership in the Mumbai main office, and setting clear workplace norms.
• HR & Admin Management: Directly manage the HR/Admin Associate, maintaining tight oversight over payroll, onboarding, travel administration, and office operations.
• Performance Oversight: Implement quality-control mechanisms for administrative functions and build HR policies that scale as headcount and travel increase.

3. Qualifications & Core Requirements

• Experience: 12-15 years of overall experience in financial management, legal
• compliance, and governance, with significant experience in the Indian social impact / NGO sector.
• Education: CA, or MBA (Finance). A combination of Finance + CS/Legal exposure is
• highly preferred.
• FCRA knowledge: Demonstrated understanding of FCRA application requirements,
• pre-application restructuring, and statutory compliances.
• Vendor & Advisory Management: Proven track record of managing outsourced work to legal/compliance partners and vendor management/procurement.
• Audit Capability: Hands-on experience designing and executing internal audit
• checklists and governance reviews.
• Mindset: High autonomy, proactive problem-solving, and a track record of building team capability rather than waiting for instructions.
  
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