Open Society Foundation – London Job Description – Finance Coordinator The Open Society Foundation-London http://www.osf-london.org (part of the Soros Foundations Network) is a UK registered charity based in West London which aims to promote good citizenship and democratic governance, the advancement of education about human rights and elimination of racial and religious discrimination, the advancement of education in humanities and social sciences, and the advancement of education in journalism and reporting in other media. Job Title: Finance Coordinator Prepared December 2009 Main purpose of Job: Responsibility with the Finance Manager (FM) for the Finances of Open Society Foundation (OSF) London Accountability: Finance Manager Main Activities/Responsibilities: Financial Administration: Support the Finance Manager in ensuring that sound financial systems and internal controls are in place and adhered to; Check documents comply with internal controls Maintain best practice at an operational level (guided by FAAP) Evaluate and recommend improvements to processes Assist in developing new automations Maintain absolute confidentiality of information including ensuring security of all documents Support the Finance Manager in ensuring the effective use of resources that OSF operates efficiently and economically; Process and check all paid invoices etc into SUN system Follow up missing documents Follow up various requests for reimbursement / offset of expenses etc Ensure timely filing (according to fixed guidelines) of all financial documents to allow for efficient checking and review Assist Auditor and to liaise with Bank and Credit Card provider with regard to day-to-day operational issues; Provide documents as required during annual external audit File applications and cancellations of credit cards for new and departing staff members Liaise with Credit Card provider for ongoing day to day issues regarding lost cards, restricted access, increases to credit levels Obtain monthly data from Credit Card provider system for upload into SUN system Reconcile and enter data into SUN system according to appropriate budget Check spending on credits cards is within budget Support staff on day-to-day basis in solving queries regarding invoices, transfers, or payments; Ensure timely filing and copying of all consultants contracts and other legal agreements Follow up Ad Hoc queries for timing of payments and copies of invoices Send reminders to Staff for outstanding Credit card statements Follow up on requests for financial information & statistics from pivot tables Prepare, seek the approval/signature of the appropriate OSF signatory, request International Money transfers and prepare BACs payments using banking software as instructed by the Finance Manager and Program Directors; Invoice appropriate partner institutions in a timely manner Provide detailed monthly reports Budgeting, Accounting and Reporting: Actively assist Programme Directors, Staff, Finance Manager and Managing Director; Support the Managing Director and the Finance Manager of OSF in the preparation and submission of the Annual Budget; Account for all external offices, Check spending is within reason Update fixed asset register and perform an annual physical inventory of assets Advise offices of administrative procedures Provide information to programmes as requested Provide Bookkeeping service to partner institutions. Other assistance as required on an Ad Hoc basis Assist in the preparation of financial management reports for the Managing Director and Program Directors. Develop, review and forecast the Budget vs Spend, in order to maximise the use of available resources. Assist with draft budget projections as instructed by the Finance Manager and Program Directors; Assist FM with review of cash flow projections, to ensure that funds are managed effectively; Support Financial Manager in putting in place effective internal procedures and controls in order to ensure value for money, timely control and payment of invoices and expenses against budgets; Account for income and expenses in the computerised SUN accounting system, and for the control and monthly reconciliation of accounting data, fixed assets, payroll and program recharges; Assist with the implementation of any new systems Assist Finance Manager in submitting monthly and periodic reports in accordance with set timetables, including regular end of the month review of SUN Assist in the preparation of the annual financial statements for submission to Statutory Authorities, and Auditors; Advice, Support and Liaison Maintain / update the computerised OSF database of Consultants and Consultancy contracts; Assist with training of any additional Finance staff in SUN data entries, recharges, operational systems as requested by the Finance Manager; Ensure current knowledge of accounting and related developments likely to affect the financial situation of OSF; Assist Finance Manager with management and assessment of key suppliers eg Travel, Banking and Credit Card provider Provide assistance in financial data entries, budgeting and data analysis for any other entities related to OSF or serviced by OSF, with the prior approval and instruction from the Finance Manager. Other Related Duties: To undertake any other appropriate finance/management or office administration related assignments as requested by Managing Director, or Finance Manager. Skills and experience Educated to degree level and working toward ACCA; Relevant office experience, preferably in an energetic environment requiring extensive interaction with a diverse range of people; Strong organisational and multitasking skills; Excellent communication and interpersonal skills; Exceptional attention to detail; Experience with SUN Comfortable working independently and to deadlines; Flexible and adaptable approach to work; Proficient user of Excel / in particular pivot tables Excellent computer skills required (MS Office, experience with computerised financial systems, etc.); CLOSING DATE: Friday 22nd of January 2010 START DATE: ASAP COMPENSATION: Commensurate with experience. Excellent benefits package. TO APPLY: E-mail your CV (no more then 3 pages in length) and a covering letter (including in the covering letter where you heard about the vacancy) by the 8th of January 2010 to [email protected] Please ensure you include the job code in the Subject Line: Finance Co-ordinator PLEASE NOTE: No phone calls, please. Due to the large volume of candidates applying for positions with the OSF unfortunately we will only be able to respond to your application if you have been shortlisted for the role.