Date as postmark / e-mail
Dear applicant
BOOK AID INTERNATIONAL – HEAD OF FINANCE & ADMINISTRATION
Thank you very much for expressing an interest in this position. This is an exciting time for us at Book Aid International. We are currently reviewing our strategy, and are looking for an able and enthusiastic Head of Finance & Administration to work with us in shaping the future.
We would ask you to read the information enclosed, and background information on our website, and complete the application form and forward it to:
Please submit your completed application as soon as possible, and no later than 9am UK time on 18 December 2013.
The following items are enclosed (11 pages including this letter):
· Head of Finance & Administration Job Description;
· Head of Finance & Administration Person Specification
· Outline Terms and Conditions
· Application Form
Shortlisted candidates will be contacted by the Christmas break. Preliminary interviews will be held in London week commencing 6 January 2014.
If you have any queries, please contact
Yours sincerely
Alison Hubert
Director, Book Aid International
Job Description
Job title: Head of Finance and Administration
Team: Finance
Reporting to: Director
Responsible for: Finance Officer
Book Aid International: Introduction
The mission of Book Aid International is to help transform lives by increasing and improving access to books and information in libraries in sub-Saharan Africa. We do this through an established book donation and project programme, and by providing training and professional development to librarians in a range of institutions in our partner countries.
The organisation employs 18 FTE staff, mostly based in its South London office and warehouse. It works with a range of partners in 12 countries in East and Central/Southern Africa.
Book Aid International is now seeking a Head of Finance and Administration. This is a new, full-time role that replaces a previously outsourced financial service.
Role
The Head of Finance and Administration will be responsible for the financial management and administration of the charity, including the functions of Finance, HR, IT and Company Secretary duties and for the management of staff and external contracts within these functions.
The role is located in our offices in Camberwell, south London.
Responsibilities
FINANCE
This aspect of the role entails leading and managing the finance team, ensuring that Book Aid International meets all its statutory requirements and that financial best practice is applied in all operations.
Ø Ensure that the appropriate financial policy framework is in place to guide the charity’s financial decision making.
Ø Ensure that the Director and Trustees are fully informed of the financial position of the charity and of all key financial issues arising.
Ø Oversee the presentation of all budgets and forecasts, and ensure their submission by the agreed deadlines.
Ø Manage and develop financial policies, procedures and systems to ensure they support the organisation and meet all legal and contractual obligations.
Ø Ensure that proper accounts and records are kept in order to meet reporting, tax and other relevant requirements.
Ø Report on all aspects of financial activities and position at the quarterly Trustee meetings.
Ø Work actively with the Programmes and Fundraising teams developing and maintaining systems for recording, analysing and forecasting all income and expenditure activity.
Ø Plan and manage cash flow and investment activity, maintaining effective relationships with banks and other financial institutions and ensuring that funds are efficiently and effectively deployed in line with agreed policies.
Ø Ensure the timely production and presentation of year end accounts and annual reports in co-operation with the external auditors.
Ø Oversee the payroll function, Gift Aid recovery and VAT declarations and ensure that all tax matters are appropriately dealt with.
Ø Lead the effective implementation of risk management processes for the organisation including maintenance of an adequate system of internal control to cover all financial risks.
Ø Liaise closely with the Charity’s Treasurer, ensuring that they are briefed and consulted on relevant issues.
Ø Assume other general management responsibilities as determined by the Director.
HUMAN RESOURCES
This aspect of the role entails leading the organisation in discharging its Human Resources responsibilities effectively and within the boundaries of the law and good practice.
Ø With the support and advice of an external consultant, oversee good practice in human resources management and advise managers on their human resource obligations.
Ø Ensure that HR policies and procedures are updated as appropriate and reflected in the staff handbook.
Ø Ensure that HR files are maintained and up to date.
IT
Ø Ensure that Book Aid International’s information technology, which is outsourced, is well managed and resourced, and that it meets the strategic needs of the organisation .
COMPANY SECRETARY
· To act as the Company Secretary, ensuring the timely submissions of statutory accounts and returns to Companies House and the charity commission, and the submission of returns to the relevant authorities.
Person Specification
Qualifications
Essential / Desirable· Degree level education
· ACCA or equivalent
Experience
Essential / Desirable· Experience of developing, managing and directing effective accounting procedures and budgets.
· Experience of managing the production of management and statutory accounts, and other financial information to suit varied audiences
· Experience in working with, and implementing accounting standards and policies
· Experience of preparation and presentation of financial information at senior management and board level to non-finance professional audiences
· Experience of planning and strategy development at an organisational level / · Voluntary sector experience.
· Experience in an organisation with an international focus
· Working with Trustees and interacting at Board level
Knowledge & Skills
Essential / Desirable· Solid understanding of financial regulations, (including SORP, SOFA) and charity law
· Skilled team builder and team worker.
· High level of computer literacy
· Experience of setting and achieving targets and producing work of high quality to agreed deadlines
· Excellent organisational & planning skills to manage a large & varied workload
· Strong analytical skills and ability to think and plan strategically, and to prioritise work accordingly
· Able to simplify complex problems, processes or projects into component parts and develop appropriate solutions
· Able to develop, communicate clearly and “sell” new ways of working, solutions and change, and be responsible for the consequences of the decisions made
· Able to lead change processes and inspire others to follow and implement
· Able to manage and develop staff effectively in line with strategic needs, particularly in relation to change management / · Understanding of legal requirements in employment, H & S, facilities, charity law and awareness of appropriate sources of expertise in these fields.
Personal Qualities
Essential / Desirable· Innovative & creative approach
· Managerial– will support the team to perform their roles, and provide a ‘sounding board’ for ideas and challenges
· Consultative – will discuss proposed activities with team where appropriate
· Ability to cope calmly under pressure
· Ability to handle complex administrative tasks speedily and effectively
· High degree of flexibility to respond to organisational demands
· Can-do attitude and able to take the initiative
· Excellent interpersonal skills, ability to work as part of team / · Interest in international development
Relationships
Key internal relationships
· The Director
· Head of Fundraising
· Head of Programmes
· Logistics Manager
External
· Board of directors
· Auditors
Terms and conditions
Salary c£40kProbation period 3 months
Working hours 35/week
Place of work Camberwell, London SE5
Annual leave 25 days per annum
Head of Finance & Administration Application Form
Please return this completed form to
1. Family First OtherName: Name: Names:
2. National Insurance No:
3. Are you currently eligible to work in the UK?
4. Address
Email address:
Daytime tel no: Evening tel no:
5. Education & training (college, technical education & professional training)
Dates attended
From To / Institution & city / Field of
study/training / Degree, Diploma or certificate
6. Other training, Professional Qualifications, Membership of Professional Bodies:
7. Work experience (list only employment lasting 3 months or more). Begin with present or most recent employment
Employer
Address
/ Title
Based at
Dates of employment: From To
Reason for leaving:
Current salary:
Brief job description
Employer
Address / Title
Based at
Dates of employment: From To
Reason for leaving:
Brief job description
Employer
Address / Title
Based at
Dates of employment: From To
Reason for leaving:
Brief job description
Employer
Address / Title
Based at
Dates of employment: From To
Reason for leaving:
Brief job description
8. On no more than two sides of A4, please summarise the type and level of responsibility in your present post, giving examples of how you meet the requirements of the person specification.
Please attach up to two sides of A4
9. Do you have any health issues that might preclude you from travelling overseas on a regular basis?
10. Do you have a disability? Yes / No
If 'yes', please give brief details of the effects of your disability on your day-to-day activities, and any other information that you feel would help us to accommodate your needs and thus meet our obligations under the Equality Act 2010:
11. Please note here your leisure interests including positions of responsibility held:
13. How did you become aware of this post?
14. From when are you available to take up this post?
15. References should be provided by previous employers wherever possible. Relatives and partners are not suitable as referees. Referees will not be contacted without your prior permission.
Name: Tel no: Occupation
Address:
Email address: Relationship to you:
Name Tel no. Occupation
Address
Email address: Relationship to you:
Name Tel no. Occupation
Address
Email address: Relationship to you:
16. Have you ever been convicted of a criminal offence? If so please give details of any unspent convictions. Spent convictions do not have to be declared as the job is not one covered by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.
The facts set out in this application form are, to the best of my knowledge, true and complete. I understand that any false statement will disqualify me from employment.
Signed: Date: