Chief Operating Officer: Job Description

Title: Chief Operating Officer (COO)

Responsible/Reports to: The Chief Executive Officer

Responsible for: Ensuring all aspects of daily operations of A4ID run effectively and efficiently. Primary role is to administer the governance function to A4ID in order for it to achieve its vision and strategic objectives.

Salary: £35,000

Purpose of Role

The COO’s role is to direct, administer and coordinate the internal operational activities of A4ID in accordance with A4ID’s strategy and implementation plan. Overall the COO will lead all internal operations and be responsible for the governance framework that optimises the opportunities for A4ID to achieve its strategic objectives. The COO will also work closely with the CEO in achieving A4ID’s goals.

This role is an integral one for the organisation and the incumbent will contribute as a key partner in the growth of A4ID whilst maintaining a strong governance framework within which the organisation can thrive.

The COO is responsible for ensuring organisational effectiveness by providing leadership for the staff team, taking particular responsibility for the financial and infrastructure functions. The COO is required to work with the staff team, and contribute to the development and implementation of organisational strategies, policies and practices.

The COO will plan, direct and manage the performance of all internal operations, so as to maintain and develop A4IDs growth in accordance with the overall strategy.

The COO will be responsible for overseeing data entry, payroll, managing the HR function, helping and creating organisational and program budgets in collaboration with the CEO and other team members, and undertaking other miscellaneous tasks as and when they arise.

Key Responsibilities

These are to:

Improve the operational systems, processes and policies in support of A4ID’s mission - specifically, support better management reporting, information flow and management, business process and organisational planning.
Lead the performance management process that measures and evaluates progress of A4ID against goals for the organisation.
Provide staff with a strong day-to-day management presence.
Manage and increase the effectiveness and efficiency of Support Services (HR, IT and Finance), through improvements to each function as well as coordination and communication between support and business functions.
Play a significant role in long-term planning, with the view to delivering operational excellence. .
Implement, maintain and manage an effective system of controls throughout A4ID covering non-financial as well as financial controls.
Ensure that operating objectives and standards of performance are owned by staff and interns.
Ensure that appropriate standards of conduct are established and complied with.
Implement effective succession planning, people management, development, recruitment, and retention strategies.
Present a yearly budget in conjunction with the Finance Officer for Board approval and prudently manage resources within those budget guidelines.
Oversee overall financial management, planning, systems and controls.
Manage A4ID’s budget in coordination with the CEO.
Develop individual program budgets.
Oversee and manage payroll, including tabulation of accrued employee benefits.
Ensure disbursement of cheques for agency expenses.
Organise fiscal documents as and when required.
Ensure member’s subscriptions are maintained and updated and membership is serviced.
Attend regular meetings with CEO.
Supervise Finance Officer and other staff as required.
Support the CEO to develop a management strategy that creates the best working environment for all staff to deliver.
Manage corporate filings and other mandatory regulatory filings.
Carry out other tasks as directed by the CEO

Responsibilities by Function
Financial Management

Direct annual budgeting and planning process for A4ID’s annual budget with CEO.
Develop, manage and monitor the Operations budget ensuring best value in all expenditure.
Oversee monthly and quarterly assessments and forecasts of organisation's financial performance against budget, financial and operational goals. Oversee short and long-term financial and managerial reporting.
Manage day to day processing of accounts receivable and payable using QuickBooks, producing reports as requested in conjunction with the Finance Officer.
Reconcile monthly activity, generating year-end reports, and fulfilling tax related requirements in conjunction with the Finance Officer.
Assist CEO and Board in creating annual organisational budget and monitoring cash flow in conjunction with the Finance Officer.
Ensure archival and administrative files are up to date and well maintained.
Ensure payroll and employee benefits and organisational insurance is administered in conjunction with the Finance Officer.
Develop long-range forecasts and maintain long-range financial plans.
Develop, maintain and monitor all fundraising and accounting systems and procedures capturing all pledges, billings and receipts and for the recording of all revenue transactions, recommend and implement improvements to systems in conjunction with the Finance Officer where appropriate.
Prepare annual audit in conjunction with the Finance Officer.

Organisational Effectiveness

Increase the effectiveness and efficiency of Support Services through improvements to each function (HR, IT, Finance) as well as coordination and communication between functions.
Drive initiatives in the A4ID team organisationally that contribute to long-term operational excellence.
Manage the interns programme including recruitment, training, review, personal development (if appropriate), performance monitoring and team building.
Actively look for ways improvements can be made to the internal functions of A4ID, define benefits of making changes and implement.
Carry out the administrative function for the Board which includes minute taking, preparation of agenda, timely circulation of papers etc.
Promote a culture of high performance and continuous improvement that values learning and commitment to quality.

Business Development

Ensure all business systems are fit for purpose.
Contribute to short and long-term organisational planning and strategy.
Develop an environment with systems and processes in place which will enable and encourage business opportunities.
Project manage funding applications, collating information and financial costings, and track their progress.
Supervise the Fundraising Intern in the day-to-day maintenance of a database of possible sources of funding.

Risk Management

Implement and assist in the development, review and maintenance of various policies including Health and Safety, Security and Environmental.
Management of the Risk Register.
Ensure statutory compliance with Health and Safety legislation, conducting risk assessments, monitoring performance and reviewing procedures.
Oversee organisational insurance policies.

Skills and experience

Essential:

Experience of general management and thorough understanding of finance, systems, and HR; broad experience with the full range of business functions and systems, including strategic development and planning, budgeting, business analysis, finance, information systems, human resources, and marketing.
Undergraduate degree required; MBA or similar advanced degree highly desirable.
At least 5 experience and a track record in senior capacity.
Experience in budgeting and fiscal management.
Ability to prioritize and communicate to staff key objectives and tactics necessary to achieve organisational objective and goals.
Proven ability in managing internal activities efficiently such as human resources function including personnel, remuneration, and recruiting.
Track record in achieving quality and data-driven evaluation.
Fundraising experience with track record of success.
Excellent written and verbal communication skills.
Excellent IT skills including know of MS Office.
Proven ability to effectively build the organization and manage staff capacity, developing a top-notch workforce and the processes that ensure the organisation runs smoothly.
A commitment to international development and the Millennium Development Goals
Ability to work on own initiative and be proactive with a ‘can do’ attitude and the ability to manage and prioritise an unpredictable workload under pressure.
Passion, humility, integrity, positive attitude and mission-driven.

Desirable

Knowledge or experience of the law
Experience in a development organisation or in developing countries
Experience of working with geographically dispersed staff

Registered Charity No: 1118565