HEALTH POVERTY ACTION
JOB DESCRIPTION
Job Title:Head of Finance and Administration
Responsible to:Director
Responsible for:Directly responsible for staff of department, currently two Finance Officers and Office Manager.
Matrix responsibilityfor finance staff worldwide.
Job purpose:Provide sound management of Health Poverty Action’s finances
Provide staff and trustees with financial analysis and information to inform decision-making and reduce risk.
Background
Health Poverty Action works to strengthen poor and marginalised people in their struggle for health.
Spanning over a quarter of a century, our work has grown to now includeprogrammes in 13 countries across Africa, Asia and Latin America, alongside a small but very active and influential Policy and Campaigns department.
We have a distinct approach – which sees health not as primarily a medical challenge, but as an issue of social justice. We particularly emphasise the close relationship between health and poverty.
Within this, we prioritise the most poor and the most marginalised – those neglected by governments and almost everyone else. This leads us to work in some very difficult environments, often providing the only external assistance.
Another distinguishing feature is Health Poverty Action takes a comprehensive and integrated approach to improving health – otherwise successfully addressing one health threat can simply result in falling victim to another.
This work benefits over 14 million poor and marginalised people each year. We employabout 400 staff worldwide (with the vast majority through our field offices located in our 13 programme countries), andaround 20 FTEs in our HQ in London. HPA’s annual turnover is in excess of £10 million.
Our comprehensive approach includes many programmes focusing on health systems - strengtheningthem, training staff, and making services locally accountable and culturally appropriate. Some specialise in particular fields such as safe birthing, immunisation programmes, or tackling major diseases such as malaria, TB, HIV and diarrhoea. Other programmes focus on health education and behaviour change at community level, addressing issues such as hygiene, nutrition, sexual and reproductive health, gender-based issues, and eradicating Female Genital Mutilation. Our work also addresses key determinants such as water and sanitation, income generation, local control of food supply, and responding to emergencies..
Health Poverty Action’s policy and campaigns work has developed more recently, and is increasingly important. We view it as a major organisational priority, operating both alongside and integrated with our programmes work.
For individual mothers, fathers, friends and children, all these things can be the difference between grief and loss, or lives spent sharing, experiencing and growing old together.
As Head of Finance and Administration, you can make a real difference.
Head of Finance and Administration
In this key post you are responsible for all of the staff, systems and processes that enable us to successfully manage our complex finances, maximise their value of our financial resources, and ensure their security.
This is a challenging role.Health Poverty Action generates funding from a range of donors, includingDFID, EC, ECHO, UN agencies and BIG, a range of trusts, and the general public. The contractual requirements of our institutional donors are very stringent. As funds for administrative overheads are scarce, there is little margin for error. Cashflow also requires constant scrutiny and pro-active management.
There are five departments in Health Poverty Action: Asia and Latin America Programmes; Africa Programmes; Policy and Campaigns; Fundraising; and Finance and Administration. The five people heading up these departments constitute the Senior Management Team. In addition to managing their own departments, they also assist the Director in the management and strategic oversight of the organisation as a whole.
The Head of Finance and Administration is currently assisted bythree staff directly line managed in her/his department (two Finance Officers and an Office Manager), as well as by staff with financial and administrative responsibilities in other departments (especially HQ Programme Officers and in-country Finance Officers).
There is no doubt that as Head of Finance and Administration you will have ademanding job. But it can also be a fantastic job. You will have chances to do varied and exciting things, and work with some wonderful people. Above all, you willhave the opportunity to make a profoundly powerful contribution to a truly great cause.
MAIN FUNCTIONS OF POST
- Lead Health Poverty Action’s financial management and accounting.
- Ensure financial and IT systems across the organisation are secure, reliable and cost-effective,including annual external audit and compliance with all requirements of charity and company law.
- Oversee sound cash flow management, foreseeing and addressing potential problems.
- Generate timely reports, projections and analysis to enable managers and trustees to monitor progress and make informed strategic decisions.
- Work closely with senior colleagues to identify and manage key areas of financial risk(such as non-compliance with donor requirements, and managing match funding risks).
- Ensure Health Poverty Action’s derives maximum value from its financial resources in order to strengthen its work
- Work closely with the Heads of Programmes and their staff to ensure high finance and administration standards in Health Poverty Action worldwide.
- Oversee general organisational administration of head office.
- Manage the Finance and Administration Department.
- Assist the Director in the strategic management of Health Poverty Action overall as a member of the Senior Management Team.
OUTLINE OF RESPONSIBILITIES
The Head of Finance and Administration is a senior position in the organisation.
The following outlines the scope of the work, within which strategies, priorities and key decisions will be agreed working closely with the Director.
Health Poverty Action takes staff support and development seriously. It also recognises that in the continually changing environment in which we operate it is not possible to have fixed responsibilities. Health Poverty Action therefore allows for responsibilities attached to posts to be reviewed and adjusted in consultation with the post holder, taking into account the developing needs of both the organisation and the individual.
1Management of Health Poverty Action’s finances
a)Maintain an overview of all Health Poverty Action’s financial activity, preparing budgets and projections, and monitoring performance against them.
b)Ensure sound cash flow management. Work closely with key colleagues across the organisation to foresee and address potential shortfalls.
c)Ensure appropriate, cost-effective and secure IT systems across the organisation and generate and communicate regular analysis and reports, drawing the attention of the Director and senior colleagues to key issues arising.
d)Work collaboratively across the organisation to identify and manage key areas of financial risk, keeping the Director, the rest of the Senior Management Team and Trustees closely informed.
e)Develop and oversee adherence to stringent but cost-effective policies, systems and procedures throughout the organisation relating to the security of Health Poverty Action’s finances.
f)Ensure strong financial controls, systems and deadlines are followed meticulously throughout the organisation.
g)Work closely with senior programmes staff to ensure Health Poverty Action does not incur losses or liabilities as a result of failing to maximise cost-recovery from donors, or failing to meet their contractual requirements (eg reporting deadlines and rules for procurement).
h)Optimise the value of Health Poverty Action’s financial resources for its work.
i)Maintain an overview of Health Poverty Action’s match funding commitments, communicating regularly with the heads of programmes and fundraising to ensure potential shortfalls are identified and addressed at an early stage.
j)Report regularly on significant issues, progress, plans to the Director, agreeing key decisions, approaches and priorities.
k)Relate closely to Health Poverty Action’s Treasurer (a Trustee), keeping her/him informed and involved, and providing assistance or information s/he may require.
2Health Poverty Action’s programmes
Strong collaboration and frequent communication between the two Heads of Programmes and the Head of Finance and Administration is pivotally important to the security of our resources and the overall success of our work.
a)With the Heads of Programmes ensure excellent working relationships at all levels between staff/functions in their departments and those in Finance and Administration.
b)Ensure no deadlines or areas of responsibility suffer as a result of lack of clarity, or falling between the two departments, or weak collaboration/support.
c)Work closely with line managers (and ultimately the Heads of Programmes) to ensure strong performance management and support for finance staff and functions located in the programmes departments.
d)In consultation with the Heads of Programmes and their senior staff:
-oversee preparation of annual budgets for country offices and cost centres overseas;
-ensure monthly accounts are prepared accurately for each project, and expenditure consolidated from all spending locations;
- ensure all donor finance reports are reviewed prior to submission to guarantee accuracy and completeness;
-ensure all donor financial and administrative requirements are adhered to;
-ensure provision of guidelines, training and support for field managers and staff with financial/administrative responsibilities;
-monitor the financial and administrative performance of programmes offices, foreseeing problems andensuring action is taken to address any issues arising;
3Fundraising and income generation
a)Work with the Head of Fundraising to prepare and monitor fundraising budgets,tracking and analysingincome/expenditure for each income stream.
b)Bring any issues arising to the Head of Fundraising’s attention, and work with her/him to address them.
c)Ensure efficient systems for handling, processing and analysing donations. Relate to the Head of Fundraising and Head of Policy and Campaigns to ensure excellence of supporter care.
4Head office (London)
a)Oversee the development and maintenance of office systems, especially the IT system.
b)Oversee payroll procedures and staff pension requirements.
c)Ensure compliance with statutory and ethical requirements involved with the employment of staff.
d)Oversee management of HQ lease and premises, including utility requirements, reception and office supplies, etc.
e)Assist the Director and senior managers in oversight of human resource policies and practices. (Health Poverty Action does not currently employ a human resources officer, instead being advised and assisted by a contracted external specialist.)
5Organisational administration
a)Oversee Health Poverty Action’s administrative requirements as a charity, company and employer, such as compliance with Companies and Charitieslegislation, submissions to Companies House,Charities Commission, tax compliance, etc.
b)Arrange for the annual audit to be carried out and ensure issues arising are addressed.
c)Oversee our programme of internal audits..
d)Ensure overall administrative excellence that meets ethical as well as legal obligations – particularly with regard to reporting, transparency and public accountability.
e)Ensure effective monitoring and reporting systems are in place that meet the requirements of donors, stakeholders and strategic planning.
f)Oversee the preparation and submission of Health Poverty Action’s annual Trustees Report and audited accounts.
g)Ensure Board meetings are properly serviced, drafting minutes and preparing papers as required.
6Manage the Finance and Administration Department
a)Manage the department’s budgets and staff (currently two Finance Officers and an Office Manager).
b)Seek additional resources and opportunities to expand the department and increase its capacity and effectiveness.
c)Ensure all staff in the department receive regular support, coaching and supervision, annual appraisals are conducted effectively, and training and development needs are identified and addressed.
d)Create and sustain a supportive environment and positive team working, in which all are valued, recognised and strengthened to give of their best.
e)Encourage the involvement of staff from other parts of the organisation in the work of your department as appropriate (and vice versa).
7General
a)Work with key managers and staff to build Health Poverty Action’s financial and administrative capacity in both HQ and the field.
b)Maintain up-to-date knowledge of the latest trends and developments in NGO finance and administration, and in donor regulations, ensuring best practice at Health Poverty Action.
c)Network internally and externally, developing and maintaining useful contacts and partnerships.
e)Attend Board meetings, submitting reports, preparing papers and making presentations as required.
g)Travel as appropriate nationally and internationally.
h)Along with other members of the Senior Management Team, assist the Director in the management and development of Health Poverty Action’s work overall.
PERSON SPECIFICATION
Essential
Qualifications and experience
A recognised senior accountancy qualification and/or a degree or diploma in charity finance management
Experience at senior level in the finance department of a similar organisation, preferably a development NGO
Experience reporting to donors like the EC, ECHO and DFID
Demonstrable knowledge and skills
QuickBooks accounting or similar system
Developing and implementing new systems
Preparingand overseeing budgets
Generating and communicating management accounts and financial reports/analysis
Financial management of complex projects with multiple sources of income in different currencies
Managing accounts for private and institutional funding streams
Managing staff, IT and office systems
Excellent communication skills
Working style
A self starter
Good at working under pressure and to tight deadlines
Excellent, well-organised manager with strong attention to detail
Able to deliver with limited resources
Excellent organisational skills;a pro-active and collaborative colleague able to solve problems
Able to think and work strategically, while balancing urgent demands in rapidly changing circumstances
Able to meet and monitor deadlines and targets
Able to inspire, coach, encourage and motivate staff
An approachable, empathetic and supportive management style
Personal attributes
Flexibility and willingness to take on new tasks
Willingness to take responsibility, to be pro-active and and show initiative
Valuable and positive team player who supports and encourages colleagues
Able to work effectively in a multi-cultural context
Willing to travel to Health Poverty Action’s programme locations
Commitment
Passionate commitment to Health Poverty Action’s aims, values and priorities
Useful
Language skills in Spanish or Chinese
Knowledge of Raisers Edge
Knowledge of development and/or health issues
Experience of living/working in a developing country
Terms and conditions
Salary
Up to £49,000
Hours
35 hours per week. Applications are also welcome to work part-time.
Evening and weekend work will sometimes be required.
Health Poverty Action believes in supporting flexible working as much as it reasonably can.
Holidays
25 days per year, plus the time between Christmas and New Year, plus eligible public holidays.
An additional day leave is added for each two years completed service, up to a maximum of 3 days.
Pension
Staff are encouraged to join Health Poverty Action’s pension scheme. Health Poverty Action will match their own contributions up to a maximum of 5% of gross salary (and subject to a minimum contribution of 2.5%).
Location
The post is based at Health Poverty Action’s offices in Vauxhall (central London). Candidates will therefore need to either have or be able to acquire the right to work in the UK. The post will involve some international travel.
Closing date for applications:Mon 27 Jan 2014
Interviews will be held on:Wed 5 Feb 2014
Thank you for considering working with Health Poverty Action