FINANCE AND OFFICE MANAGER Job Description and Person Specification JOB OBJECTIVE To ensure the efficient and effective management of the ITF finances and head office. REPORTING TO The Director STAFF RESPONSIBILITIES None CORE DUTIES 1. FINANCE • Ensure accurate and efficient financial management of the organisation’s income and expenditure. • Compile Monthly Finance Reports, including cash flow statements, income and expenditure accounts and bank reconciliations. • Prepare financial information for quarterly and end‐of‐year Management Accounts and liaise with the Accountant (Clarity) and Auditor as required. • Ensure accurate information entered into monthly Income Generation report. • Ensure efficient processing and record keeping of funds received, payment of invoices and management of bank accounts and cash flow. • Ensure receipt of agreed corporate donations. • Ensure processing of Gift Aid claims and receipts. • Ensure ITF has appropriate Financial Procedures Manual. 2. HUMAN RESOURCES • Maintain confidential HR records. • Maintain oversight of employees’ absence and leave records and flexitime system. • Supply accurate and timely information to Calculus for the monthly payroll and pay salaries. 3. FACILITIES • Act as the main point of contact for the landlord. • Office services, utilities, stationery, equipment and security; ensuring all legal and insurance requirements are met and services are purchased at the most cost‐effective rate possible. • Insurance and Health & Safety: ensuring all legal requirements are met and insurance is purchased in good time and at competitive rates. • IT & office equipment; liaise with IT maintenance and other contractors, ensure that IT use is in 1
accordance with company guidelines. Ensure that all equipment is maintained and used correctly. 4 GENERAL OFFICE • Handle all incoming and outgoing post. • Establish, maintain and upgrade paper and electronic filing system. • Ensure stationery and other supplies are maintained and purchased at the most cost‐effective rates and consistent with ITF environmental policies. • Liaise with external agencies such as mailing houses, data handlers etc. • Ensure that all handling and storage of data is in accordance with the Data Protection Act. • Ensure that ITF is fully compliant with health and safety and fire risk regulations at all times. 5. GRANTS & PROGRAMMES • Ensure timely and effective grant administration: record keeping, grant payments, issuing & receipt of report forms • Liaise with grantees as required. • Ensure that the administration of the FTS and corporate sponsorship is carried out effectively, efficiently and professionally at all times. • Liaise with donors and sponsors as required. • Prepare quarterly progress reports on grant funded programmes. 6. EXECUTIVE SUPPORT • Manage executive meeting timetable and calendar. • Arrange meetings including booking venues and sending meeting reminders. • Provide limited administrative support to the Director. • Assist the Director and Fundraising & Communications Manager with any new promotional activities. 7. OTHER DUTIES • Participate and contribute to staff team meetings and activities. • Organise and attend off‐site events as directed from time‐to‐time. • Such other duties, of an equivalent nature, that ITF from time to time require. 2
PERSON SPECIFICATION 1. Knowledge and experience • Experience of financial and budget management including handling petty cash, bank reconciliation and producing financial reports for Directors and external donors (essential). • Experience of maintaining and updating database records and analysing and collating data and other information (essential). • Knowledge of governance and accounting requirements of small voluntary sector organisations including Charity Commission and Companies House requirements (highly desirable). • Knowledge of HR policies and procedures (highly desirable). • Experience of grant management, fund disbursement and monitoring (desirable). 2. Skills and abilities • Effective financial management and reporting skills (essential). • Excellent organisational skills with the ability to coordinate activities (essential). • Ability to communicate effectively and sensitively both verbally and in writing with a range of people, including funders, grantees, contractors and Trustees (essential). • Ability to work as part of a small team and to undertake routine administrative tasks including filing and responding to correspondence and telephone enquiries (essential). • Good literacy, numeracy and IT skills including the ability to use spread sheet and database packages in particular Microsoft Excel and Access (essential). • Ability to work independently, manage time effectively and flexibility and prioritise workload (essential). 3. Qualifications • Professional accounting qualification, e.g. ACA, CIMA, ACCA or equivalent (desirable) 3
TERMS AND CONDITIONS This is a part time position for 24 hours per week based at our office in Three Bridges, West Sussex, RH10 1TN. There is some flexibility in how these hours are worked. The starting salary offered is £23,500 ‐ £25,000 per annum pro rata depending on experience. ITF is introducing an employer pension scheme from 1 April 2015 which will match employee contributions up to 3% of gross salary. HOW TO APPLY Please send your CV and a covering letter addressing each of the person specification points and explaining why you are interested in the role (on a maximum of two pages) to: andy@internationaltreefoundation.org by 12.00 noon on Monday 16th March 2015. Interviews will be held on Monday 23rd March 2015 ABOUT ITF The International Tree Foundation (ITF) is a charity established in 1924 that works closely with partner organisations in Africa and the UK to support community‐led projects that protect, plant and promote trees and forests in order to preserve biodiversity and habitats, reverse deforestation, improve livelihoods and tackle climate change. ITF currently has four tree planting and education programmes: the Sustainable Community Forestry Programme, the Africa Drylands Programme, the Tree Power schools programme and the UK Community Tree Planting programme. 4