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Reference
CR238
Business Type
Our client is a leading international independent medical relief organisation
Job Background
Our client is dedicated to providing expert medical relief to vulnerable populations at times of conflict or disaster. In over 80 countries worldwide, they provide both life-saving emergency relief and longer-term assistance to make basic healthcare services available to the most vulnerable or excluded communities. They are one of 19 offices and operational centres in Europe, America, Asia and Australasia, pooling funding, expertise and staff for field operations. There are currently 6 departments within the UK office (fundraising, communications, finance, programmes, medical, human resources) as well as an office in Dublin.
Job Duties
Responsible for all financial and fiscal management aspects of the UK charity. Provide leadership and coordination in the business planning, accounting, budgeting efforts and administration of the UK section. Through management of the Service Department ensure a consistently high level of support to the offices in London & Dublin, facilitating the UK section in its work and ensuring proper stewardship of UK assets. Finance
• Responsible for the financial strategy
• Assist heads of departments to produce medium term budgets (usually 3-5 years) and consolidate these into one medium term plan for the whole organisation.To help facilitate the approval of the medium term plan and to provide any additional financial information as requested
• Assist heads of departments in producing realistic annual budgets and consolidate all these into one annual master budget
• Handle management of reserves, including any investment opportunities
• Choose and control relationship with the organisation’s various banks and other financial advisors
• Produce year-end financial statements for the organisation in accordance with UK GAAP and the Charity SORP 2005, and supply all relevant information for the auditors for both the interim systems audit and year-end audit. File annual audited accounts with Companies House, Charity Commission, Inland Revenue and all other interested parties. Liaise with KPMG with regards to any tax and VAT matters
• Complete and submit Annual Return to Companies House and the Annual Return to the Charity Commission and, when requested by the Inland Revenue, the Corporation Tax Return (not necessarily every year)
• Complete and submit annual entry to international financial accounts: adjusting accounts to reflect international GAAP and submitting on proprietory web-based system
• With assistance from the trainee Finance Officer and interns, undertake or supervise all the bookkeeping for the organisation, including the control of purchase ledger (authorising expenditure with suppliers, checking invoices, liaising with appropriate department for authorisation), control of petty cash, logging and reconciling all income, monthly bank reconciliations for all bank accounts, monitoring of cash flow
• With assistance from the trainee Finance Officer, undertake or supervise the production of monthly financial management reports for Trustees and heads of department. Provide cost comparison to budget for each department and nominal code and highlight any significant deviations from the budget
• Handle all financial relationships with other sections: monthly invoicing for expat costs, quarterly invoicing for other costs, checking & payment of invoices from other sections, transfer of private & institutional funds to other sections
• In collaboration with Programmes Officers, check and sign off all financial reports relating to DFID (UK govt), IA (Irish govt) & JOA (Jersey) grants. Ensure receipt of these funds from the donor and transfer such funds to appropriate section. Input financial information into finance system and account for these grants in the annual accounts
• Manage, coach and support the Trainee Finance Officer (full-time position) in line with the UK policies and management practice to include annual performance reviews and quality supervision with a view to facilitating the growth and development of the employee as a CIMA accountant. ICT
The IT function has two staff – an IT officer and IT Support Officer, both under the direct supervision of the Head of Finance. The key responsibilities of the IT department are: server maintenance (hard- and software); maintenance and supervision of all workstations, laptops, phones, fax, mobiles, copiers and printers; support to department on specific projects (web, and related appendices); finding solutions for future needs; keeping up with IT innovation; training and coaching users; keeping standards within the section and with the practice; oversight function on IT assets; providing a help desk for users.
Head of Finance responsibilities:
• In collaboration with IT Officer, develop and monitor IT strategy for the organisation in accordance with goals set in the medium term plan
• With IT officer set priorities for IT projects and make annual plan for IT
• Maintain a Business Continuity Plan (including disaster recovery planning) for the office in London Service Point
The service point is overseen by the office support administrator (currently 50%) who runs a team of volunteers covering several areas: reception (phone, mail and visitors); management of UK working environment (i.e. furniture and working spaces, health and safety, maximising use of space in an open-plan environment); internal logistics (stationery, recycling, food order, maintenance, hotel and couriers); managing volunteers (identification, recruitment and induction); board administrative support.
Head of Finance responsibilities:
• Support the Office Support Administrator, who oversees the service point, on all aspects of office administration, and provide support to office volunteers in her absence.
• Ensure adequate insurance cover is provided on all aspects including office, travel, trustee indemnity, etc
• Manage and coach Office Support Adminsitrator in line with the UK staff policies and management practice to include annual performance reviews, quality supervision and support. Payroll & Benefits
Support to HR trainee payroll & benefits officer on all matters regarding payroll for UK staff (office & field) and associated benefits:
• Check and sign-off monthly payroll submissions for payroll bureau for both the office & field staff
• Input all payroll, tax & pension information into accounting system and ensure all payments to Inland Reveue & Revenue Commissioners Ireland are made in a timely manner
• Oversee production of annual filing submissions to both the Inland Revenue & Revenue Commissioners Ireland
• Liaise with pension providers over staff benefits such as employee group personal pension, group income protection and life assurance policies. Keep abreast of legal developments in these areas and, in conjunction with the Head of HR, ensure that all staff have adequate access to benefits
• As functional Head to Trainee HR Officer (responsible for field and office staff payroll), provide advice and support for all financial matters related to payroll, insurance and benefits as and when necessary.
• Prepare annual accounts for auditing and when necessary consolidate with charity’s accounts
• Prepare and submit Corporation Tax Return
• Advise all departments on activities that should be put through the trading company and the tax implications of such activities
• Liaise with auditors and solicitors regarding the legal and tax aspects of such activities.
• Develop and monitor procedures for financial control of fundraising events
• Invoice the enterprises as necessary for staff, housing and office costs and interest on the loan Company Secretary
• Ensure all aspects of legal compliance relating to the organisation and the Board of Trustees and the UK Association (membership body of UK expats)
• Support & advise the board with legal and compliance issues General management tasks
• As a member of the Management Team & Resource Platform contribute to the corporate management of the UK
• As part of the the UK planning group, assist in setting & monitoring the annual schedule for office
• Produce medium term budget forecast for Finance and IT Support department
• Produce annual budget planning for the department and control budget expenditure
People Management Responsibilities
• To effectively manage and lead all departmental staff in line with the UK policies and management practice, to include annual performance reviews, quality supervision and support.
• With support from HR, to lead all recruitment and selection for new departmental staff; to ensure effective performance management of departmental staff; and to maintain positive employee relations with all staff in department (through adherence to both statutory and the UK policies and procedures regarding disciplinary, discipline and grievance etc)
• There are currently 4 members of staff in the department, as well as a functional line to a member of the HR department and currently 2 finance interns.
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Salary
£40,450 – £42,914 depending on experience
Location
London
Job Qualifications
Person Specification: Qualified accountant with CIMA, ACA or other recognised accountants’ qualification
Significant experience at a senior level within the finance function of an organisation
Good understanding of tax implications relating to charities and good knowledge of company and charity law an advantage
Self-supporting: an ability and willingness to look after all the financial affairs of the organisation (responsible for the A to Z of the finances)
Ability to manage diverse functions for example ICT, experience in this area an advantage
Experience in using computerised financial packages and excellent Excel skills
Good communication skills, in particular the ability to explain and portray financial information to non-financial managers and Trustees
Proven accuracy and numeracy
Good interpersonal skills combined with coaching and supervision skills
Good time management and planning skills, especially with a view to reporting to deadlines
Fluency in written and spoken English
Experience within the charity sector or overseas aid sector an advantage
Additional Information
Please send in a CV with a covering letter quoting reference CR238 explaining how your background and experience matches what is being requested in the person specification to:
applications@skillsforcauses.com Closing date 11 July. Applications will be reviewed on an ongoing basis
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