Purpose of the Role:
To ensure that financial transactions are correctly recorded using good and continuously improving systems, processes, and controls. To lead on and produce key data for the use of International and external stakeholders and to ensure that that data is of suitably high quality and reconciles to all other records.
Responsible for the management of the sales ledger
Responsible for International payment processing on the purchase ledger
Responsible for balance sheet reconciliations for allocated account codes.
Responsible for maintaining and updating detailed process notes and assisting in the creation of a comprehensive internal processes’ booklet
Process the monthly payroll journal ensuring staff salaries are coded correctly
Process Company Credit Card Applications and any relating queries (for example: change of address, increase credit card limit, cancel credit cards)
Reimburse Volunteer & Staff Petty Cash Expenses
Process and pay-out of US Dollar & UK Sterling Floats
Process R1 forms payment requests
Support the Finance Assistant in Processing purchase invoices in the financial system, ensuring that appropriate controls are maintained
Support the Finance Assistant in Managing the preparation of the creditors report reconciliation and updating the Finance Manager on any outstanding items and a plan to resolving them
Working with wider stakeholders like staff and suppliers to support their queries in a timely manner
Support the Procurement manager on various tasks that include administration of various data sets and ad hoc duties
Key Accountabilities and Deliverables
1) Responsible for Balance sheet reconciliations
Prepare balance sheet reconciliations for allocated account codes on monthly basis
Credit cards administration, inductions to new staff members and monthly reconciliations
Preparation of monthly payroll journal
2) Purchase Ledger support
Provide purchase ledger support to finance assistant as and when required. This will include managing email inbox to data entry in the financial system
Process and reimburse cash expense claims for Staff and volunteers
Process and pay-out of Floats i.e., for GBP and USD
Review aged creditors balances every month and report to Finance manager on overdue outstanding balances
3) Procurement
Provide support to procurement manager that include:
Keep different procurement registers up to date
Support on ad hoc tasks allocated by procurement manager
4) Responsible for the management of the sales ledger
Checks sales invoices requests and posts sales invoices
Carries out regular credit control to ensure that overdue debts are minimized and followed up until resolved
Reconciles the sales ledger monthly providing full comments on overdue debts
Liaises with the Chard office to ensure that income from sales invoices is being coded correctly on Infobase
5) Responsible for International payment processing on the purchase ledger
Process R1 forms ready for payment
Prepares and sets up foreign currency payments on bank portals
6) Responsible for maintaining and updating detailed process notes
Ensures that finance processes relevant to this role are clearly documented, shared with users, and explained through training and specific meetings where required.
Works with Finance Assistant to assist him/her in documenting the purchase ledger processes
7) Other Accountabilities
Support the Finance Managers and Deputy Director of Finance on the delivery of information during the year-end process and audit as requested.
Cover for Senior Finance Specialist and Finance Assistant as and when needed.
Maintain own continuous professional development.
Assist the Finance Managers in supporting new or ad-hoc projects as and when necessary.
Being a Mentor and provide start-up & regular training to New Finance Assistant
Support the Finance Assistant and Finance Manager with finance inductions to new staff members
Update the finance SharePoint page and TEAMS site administration for all finance related documents
Team Working
Engage with and demonstrate commitment to AAUK’s mission, vision, values, and strategic aims, and ‘My Feminist Behaviours’ (including adherence to our Code of Conduct).
To undertake any other duties appropriate to the level in accordance to agreed procedures and guidelines.
Proactively engage with the performance development approach, taking responsibility for seeking appropriate development opportunities and taking part in learning.
EXPERIENCE, KNOWLEDGE & EXPERTISE
Essential:
Part qualification with appropriate accounting body (ACCA / CIMA) or qualified by experience
Experience of balance sheet reconciliations and the resolution of problems in this area, ideally 2-3 years
Proven track record of improving financial processes with reference to internal and external stakeholders
Solid understanding of double entry accounting
Commitment to ActionAid’s vision, mission, values
Skills and Abilities
Intermediate - Advanced Excel skills
Strong reconciliation skills
Able to work with minimal supervision
Pro-active, problem-solving approach
Excellent oral and written communication skills
Commitment to customer service
Desirable:
Knowledge and experience of charity accounting
Experience of working and solving problems in a multi-national environment
Experience of administering a finance system
Experience of procurement policies administration
Able to influence colleagues of varying seniority and backgrounds
Process mapping and documenting skills
Closing Date: 7 October 2022
